22.H.
Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 45
Part 4: Appendices
Conversion
Accounting COA
Accounting - Actuals
▪ Summary account balances
▪ Up to 3 years
Accounting - Budgets
▪ Original budget, budget adjustments, revised budget summaries for accounts ▪ Up to 3 years
Accounts Payable
▪ Vendor Master file including names, addresses, SSN/FID, contacts, phone numbers ▪ Multiple remittance addresses
▪ Year-to-date 1099 amounts
Accounts Payable - Checks
▪ Check header data including vendor, warrant, check number, check date, overall check amount, GL cash account and clearing information
▪ Check detail data including related document and invoice numbers for each check ▪ Up to 5 years
Accounts Payable - Invoices
▪ Invoice header data containing general information for the invoice ▪ Invoice detail data containing line-specific information for the invoice ▪ Up to 5 years
Capital Assets Master
▪ Asset description, status, acquisition quantity, date and amount, codes for asset class, subclass, department, custodian, flags for capitalization and depreciation, estimated life, serial number, model, model year, depreciation method, life-to-date depreciation amount, last depreciation date, disposal information (if any), purchase information, if any (vendor, PO, Invoice) Contracts
▪ Contract header detail with many fields available to convert including fiscal year and period, vendor number, department code, description, enforcement method code, dates for award, approval, entry and expiration, retention information, user-defined type and review codes, status code, user id for entry and approver. Additional fields are also available. A balance forward contract amount is
22.H.
Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 46
converted, if original amount is required there will be an additional charge and contracts, po’s and invoices must be converted together.
General Billing
▪ Customer information
General Billing – Bills
▪ 5 years of open and closed invoices
▪ General Ledger information so open invoices can be processed in Enterprise ERP General Billing – Recurring Invoices
▪ General Billing Invoices that are sent on a regular basis ▪ Header records with general information about the invoice ▪ Detail records with line-specific information
Purchase Orders
▪ Open purchase orders header data including vendor, buyer, date, accounting information, etc. ▪ Open purchase orders detail data including line-item descriptions, quantities, amounts, etc. ▪ Closed purchase orders header data including vendor, buyer, date, accounting information, etc. ▪ Closed purchase orders detail data including line-item descriptions, quantities, amounts, etc.
Utility Billing
▪ Account Master data including previous and current customer owner information- address info, phone, fax, SSN number, FID number, account status, parcel number, location street, apartment, city, state, zip, book number, read sequence, account start and end date, EFT bank information Utility Billing –Backflow
▪ Account information, backflow device information, backflow type, and backflow violations Utility Billing –Balance Forward AR
▪ Account balance forward information converted as total amount due. If the City’s business practices require current due and past due bills this can be broken into three balance forward bills (current balance due and up to two past due balance bills). These can be converted to one balance forward charge code or separate balance forward charge codes, and converted to the account/customer if the City’s legacy data contains this information.
▪ If late penalties will be applied in Enterprise ERP after the conversion, balance forward amounts must be converted by charge code
Utility Billing –Budget Billing
▪ Converts information for budget average billing by account, customer and service. Legacy data must include: calculated budget amount by service; number of periods remaining until plan renews; budget plan balance/credit amount, broken out by service/customer; additional amortized amount by service.
22.H.
Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 47
Utility Billing –Consumption History
▪ History of meter readings, usage, read dates, usage days, bill amounts, bill dates, read codes ▪ Up to 5 years
Utility Billing –Flat Inventory/Containers
▪ Inventory for non-metered items tied to recurring service billing – flat rate is tied to inventory item(s)/item type(s) (vs consumption/usage). Trash/recycling containers, dumpsters, roll off containers, light poles, cable/internet equipment.
Utility Billing –Assessments
▪ Assessments are improvement costs that are spread across to property owner ▪ Utility Billing conversion option 4 (balance forward AR) must also be purchased in order to convert assessments
Utility Billing – Work Orders
▪ Work Orders data associated with accounts, including meter repairs, checks for leaky meter, reread a meter due to high reading
Utility Billing –Services
▪ Current service codes, service status, type, factor, condo units, bill cycle codes, , current deposits held on account including unpaid deposit amounts, winter usage, current meter(s) associated with service, meter readings( current and previous), meter usage (current and previous) and sales tax information.
Human Resources Management
▪ Payroll Employee Master data including data such as name, address, SSN, legacy employee ID, date of birth, hire date, activity status (such as active/inactive), leave/termination code and date, phone(s), eaddress, marital status, gender, race, personnel status (such as full-time, part-time, etc.), highest degree, advice-delivery (print/email/both) and check location, plus primary group, job, location, and account information
Payroll – Certifications
▪ Certification area and certification type codes, certification number and effective date, expiration date, and required-by date, codes for certification level and subjects Payroll – Education
▪ Codes, for institution, type of degree, and area(s) of study Payroll – PM Action History
▪ A variety of Personnel actions, such as job or salary changes and dates these events occurred. ▪ Up to 5 years
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Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 48
Payroll – Position Control
▪ Position, description, status, job code, bargaining group, location, number of employees allowed for each, FTE percentage, GL account, and max/min grade and step Payroll – Recruiting
▪ Application requisition applicant master data, plus applicant references, certifications, education, skills, tests, work history, and interviews
Payroll – Accrual Balances
▪ Employee Accrual Balances including Vacation, Holiday, and other Leave balances ▪ Start of year balance, earned to date, used to date
Payroll – Accumulators
▪ YTD, QTD, MTD amounts for employee pay and deductions ▪ Needed for mid-calendar-year go-live
▪ May not be needed if converting earnings/deductions history ▪ Up to 5 years
Payroll – Check History
▪ Up to 5 years, additional years must be quoted. We convert amounts for earnings and deductions in employee check history, check number and date.
Payroll – Earning/Deduction Hist.
▪ Up to 5 years, additional years must be quoted. Earning and deduction history broken down my individual codes (earnings and deduction) and amounts per pay period, the detail of these lines, sums the check history in opt 4.
Payroll - Deductions
▪ Employee Deductions - including employee ID, deduction codes, tax information, and direct deposit information
Payroll – State Retirement Tables
▪ Specific state-required data, plus related service years information, when appropriate ▪ Needed for some states
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Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 49
Additional Appendices
22.H.
Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 1
Project Timeline
ERP Project Timeline
The Project Timeline establishes a target duration for each phase of the project. The timeline needs to account for resource availability, business goals, size and complexity of the project, and task duration requirements. These will be reviewed and adjusted, if needed, during the Initiate and Plan Stage. Refer to the Project Stages section of this SOW for information on work packages associated with each stage of the implementation. Durations may be revised when the Agreement is signed and further refined during the project.
Eden to Enterprise ERP project start dates are dependent on wave availability. Waves are a common implementation start month for a group of Eden clients. Each wave has a designated number of slots available for clients to sign up – once those slots are full you must choose an alternate wave with availability. A signed agreement is required to reserve your spot in a specific wave.
Phase Functional Area(s) Modules Duration
1 Financials • Accounting
• Accounts Payable
• Assets Mobile
• Budgeting
• Capital Assets
• Cash Management
• Contract Management
• eProcurement (Vendor Access
and Punch-Out)
• Project & Grant Accounting
• Purchasing
• Accounts Receivable
• General Billing
• Cashiering
• ACFR Statement Builder
• General Billing Payments
12 Months
or as defined in the Project Plan
and mutually agreed upon
Average Days/Month: 9
System Wide • Analytics & Reporting w
Executive Insights
• Enterprise Forms
• Content Manager Core
• Enterprise ERP Admin &
Security
2 Utility Billing • Utility Billing CIS
• Utility Billing Meter Interface
• Resident Access
• Notify
• Utility Billing Payments
12 Months
or as defined in the Project Plan
and mutually agreed upon
Average Days/Month: 4
3 Enterprise Permit &
Licensing
[INCLUDED IN SEPARATE
AGREEMENT]
• Business Management Suite
• Civic Access – Business
Management
• Community Development
Suite
12 Months
or as defined in the Project Plan
and mutually agreed upon
Average Days/Month: 14
22.H.
Exhibit E
Hemet, CA
Tyler Technologies, Inc. Page | 2
• Civic Access – Community
Development
• Decision Engine
• e-Reviews
• Enterprise Permitting &
Licensing Core Foundation
Bundle
• Enterprise Permitting &
Licensing Mobile
• Enterprise Service Requests
• Enterprise Permitting &
Licensing Advanced
Automation Bundle
• GIS
• Enterprise Forms
• Enterprise Permitting &
Licensing Payments
4 Human Resources
Management
• Payroll with Employee Access
• Human Resources & Talent
Management
• Time & Attendance w Mobile
Access
• Employee Expense
Reimbursement
12 Months
or as defined in the Project Plan
and mutually agreed upon
Average Days/Month: 5
22.H.
City of Hemet, CA
Enterprise Resource Planning Software and
Implementation Services
Thursday, March 9, 2023
Jason Cloutier - Account Executive
One Tyler Drive, Yarmouth, ME 04096
Phone: 800.772.2260 ext. 4814
Email: [email protected]
22.H.
Restrictions on Disclosure
This proposal from Tyler Technologies, Inc. (“Tyler”) contains proprietary and confidential information, including trade secrets, belonging to Tyler or Tyler’s partners. Tyler is submitting this proposal on the express condition that the following portions will not be duplicated, disclosed, or otherwise made available, except for internal evaluation purposes:
x Response to the Functional Requirements, or “Checklist” x Line-item pricing (total proposed contract amount may be disclosed) x Screen shots, if any
x Detailed information regarding current customers
x Detailed employee resumes/CVs
x Customized Statement of Work/Implementation Plan
To the extent disclosure of those portions is requested or ordered, Tyler requires written notice of the request or order. If disclosure is subject to Tyler’s permission, Tyler will grant that permission in writing, in Tyler’s sole discretion. If disclosure is subject to a court or other legal order, Tyler will take whatever action Tyler deems necessary to protect its proprietary and confidential information and will assume all responsibility and liability associated with that action.
Tyler agrees that any portions not listed above and marked accordingly are to be made available for public disclosure, as required under applicable public records laws and procurement processes.
Trademarks Disclaimer
Because of the nature of this proposal, third-party hardware and software products may be mentioned by name. These names may be trademarked by the companies that manufacture the products. It is not Tyler’s intent to claim these names or trademarks as our own.
Same Tyler Products, New Names
Since 1999 Tyler has been building the best array of software solutions for the public sector. If you have spoken with one of our representatives, attended a demonstration, or browsed our website before 2022, you may notice some changes in our products. Many of Tyler’s products are getting new, simplified names. These updated names will be functional in nature, making it easier to understand what our products do.
Our products are changing in name only. There will be no change in product functionality, support, or services. You can continue to expect the best with Tyler. We are excited to share this journey into the next evolution of Tyler Technologies.
For details, please visit https://www.tylertech.com/about-us/who-we-are/product-name-update-faq r
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Table of Contents
Cover Letter ........................................................................................................................................... 4 Section 1 Executive Summary ............................................................................................................ 5 Section 2 Requirements ..................................................................................................................... 8
2.1 Enterprise ERP Solution Overview ......................................................................................... 9
2.1 Enterprise ERP Financial Overview ...................................................................................... 15
2.2 Enterprise ERP Procurement................................................................................................ 19
2.3 Enterprise ERP Human Resources Management ................................................................. 23
2.4 Time & Attendance .............................................................................................................. 29
2.5 Enterprise ERP Citizen Services & Revenue ......................................................................... 32 Section 3 Pricing ............................................................................................................................... 35
3.1 Exhibit A ............................................................................................................................... 35
3.2 Investment Summary ........................................................................................................... 36 Section 4 Implementation ............................................................................................................... 37
4.1 Work Breakdown Structure ................................................................................................. 38
4.2 Project Management ........................................................................................................... 38
4.3 Project Planning ................................................................................................................... 39
4.4 Project Resources ................................................................................................................. 40
4.5 Process Improvement .......................................................................................................... 41
4.6 Organizational Change Management .................................................................................. 41
4.7 Data Conversion ................................................................................................................... 41
4.8 Solution Validation ............................................................................................................... 42
4.9 Tyler Training Plan................................................................................................................ 43
4.10 Reporting Analysis ................................................................................................................ 44 Section 5 Support & Maintenance ................................................................................................... 45
5.1 Tyler Technical Support ....................................................................................................... 45
5.2 On Going Training ................................................................................................................ 49 Section 6 Technology Overview ....................................................................................................... 51 Section 7 References ....................................................................................................................... 67 Section 8 Contract Performance ...................................................................................................... 68 Section 9 Sample Contracts ............................................................................................................. 71
9.1 Sample License Agreement .................................................................................................. 71 Section 10 Exceptions .................................................................................................................... 72
22.H.
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
One Tyler Dr
Yarmouth ME 04096
P: 800.772.2260
F: 207.781.2459
www.tylertech.com
Thursday, March 9, 2023
Cover Letter
City of Hemet, CA
Candace Sunds
Hemet, CA
RE: Response to RFP for Enterprise Resource Planning Software and Implementation Services Dear Candace Sunds:
Tyler Technologies, Inc. (Tyler) is pleased to respond to the City of Hemet, CA’s RFP dated Thursday, January 26, 2023, for Enterprise Resource Planning Software and Implementation Services. The attached response will detail our complete offering, including:
x The Enterprise ERP powered by Munis software solution x Necessary consultation to define scope of services
x Implementation of software and services
x Training on, and support of, provided software and services In presenting the enclosed response, Tyler warrants that it is unaware of any known conflict of interest in responding to, or submitting, said response to the City of Hemet, CA’s RFP. Tyler also warrants that it complies, and acts in accordance, with:
x Federal Executive Orders relating to the enforcement of civil rights x Federal Codes regarding Anti-discrimination in Employment x Title 6, Civil Rights Act of 1964
x Requirements of the Americans with Disabilities Act of 1990 for work performed due to this RFP This response and proposed cost shall be valid and binding for 180 days following the RFP due date. Except as set forth in this response, this document may be released in part or in total as public information in accordance with the requirements of the laws covering same.
One or more individuals in the Tyler Contracts Department have read and accepted the terms and conditions of the RFP and any amendments, except as modified by, taken exception to, or otherwise set forth in Tyler’s response.
If you have any questions, please feel free to contact:
Jason Cloutier, Account Executive
800.772.2260 ext.4814 - [email protected]
Respectfully submitted,
Rob Kennedy-Jensen
Group General Counsel, Tyler Technologies, Inc.
Tyler Technologies, Inc. is a publicly traded corporation (NYSE: TYL) EIN: 75-2303920
R bK d J
22.H.
City of Hemet, CA Executive Summary
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 1 Executive Summary
Executive summary letter of the proposed software and services for the scope of work defined in this RFP.
Limit to two pages.
Public sector organizations around the nation are facing some of most difficult challenges in the financial and human resources management arenas today. Managers seldom find they’re burdened with a shortage of data. Rather, the difficulty is assimilating, compiling, and analyzing this wealth of information to make informed, timely business decisions on a day-to-day basis. With Tyler’s Enterprise Resource Planning (ERP) solution, the City of Hemet will be able to take the first step in implementing an off-theshelf, scalable solution that can be tailored to fit your specific needs and requirements. Tyler is uniquely positioned to offer the city our industry-leading fully integrated Enterprise ERP solutions to meet the entire scope of the requirements requested.
Why Partner with Tyler?
Tyler has been providing software to municipalities in California and throughout the Country for more than 35 years. What’s more, our software solutions have undergone numerous revisions over this time— yet as a Tyler ERP client you will never have to pay for an upgrade and will be provided with a continuous improvement initiative that includes training and consulting to ensure you get the most from your investment. This is what Tyler calls our Evergreen and EverGuide™ Philosophies. This approach, combined with our public sector focus, proven history of success, easy-to-use feature-rich software, and roletailored security, ensures the City of Hemet will enjoy the best return on investment available. Tyler also offers a full suite of complimentary solutions. These complimentary solutions are already fully integrated with our proposed ERP solution and can address virtually any software requirement the city may have, including community development (enterprise permitting and licensing), enterprise asset management (Tyler EAM), courts and jail management, appraisal and tax, public safety, and timekeeping – All integrated Tyler solutions.
Tyler Technologies is the leading provider of integrated software systems and information technology services for the Public Sector. Tyler’s ERP solution is currently being used in over 2,000 Public Sector entities across the US and is our flagship offering for Municipal Governments. We have been very busy growing our client base over the last several decades, especially in the State of California. Below are just a few of the partners we have in the State; Tyler’s Enterprise ERP is now installed in over One Hundred Fifty (165) sites across the State.
Tyler ERP has a rich history with California cities:
• Beverly Hills
• Burlingame
• Chino
• Culver City
• Danville
• Dublin
• Fresno
• Glendale
• La Mirada
• Lemoore
• Los Gatos
• Manhattan Beach
• Mission Viejo
• Newport Beach
• Paso Robles
• Pleasanton
• Rancho Mirage
• Rancho Palos Verdes
• Redlands
• Roseville
• San Juan Capistrano
• San Ramon
• Santa Monica
• South Coast Water District
• Stockton
• Tracy
• Walnut Creek
• Wasco
• Watsonville
• Upland
• Vernon
• Yucaipa
22.H.
City of Hemet, CA Executive Summary
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Tyler’s proven success in local government, our understanding of your needs and requirements, and our ability to deliver industry-leading software and services in a timely manner and within budget, distinguishes Tyler’s ERP and related productivity solutions as a clear choice for the City of Hemet. We believe that our comprehensive Tyler ERP suite, designed to fully integrate and provide seamless functionality, is the best option to meet the City’s goals today and well into the future. ض A fully integrated ERP solution, so your users can consolidate budget, procurement, payroll, human resources, and general ledger/financial information, and decrease information silos, duplicate data entry and disparate systems. Tyler’s ERP’s integrated modules seamlessly share information in real time, allowing users to transition from one area to another and follow the trail of transactions throughout the system. ض Easy and user-friendly access to information through the Tyler Hub Dashboard provides users of all levels, from data entry clerks to your high-level decision makers, with direct access to pertinent, up-to-date information relevant to each user’s position in the organization. Dashboards are user configurable, and templates are available centrally to facilitate deployment and maintenance. ض Built-in, configurable electronic workflow that will allow the City to design electronic approval routing through the system, linking back to electronic documentation stored in Content Manager, the fully integrated Enterprise Content Management solution built-in to the Tyler ERP solution. ض Accessibility and transparency, providing intuitive, easy-to-use tools to a user base that consistently demands better control over their information. With productivity tools such as Enterprise Analytics and Reporting with Executive Insights, your users can complete tasks and access decision-supporting information any time, and from anywhere—and your citizens have immediate access to the financial and personal data you need them to see. From accessible HTML5 and responsive design technology, to convenient Web access and dynamic mobile applications, Tyler ERP enables staff, citizens, and stakeholders to interact with the city in an easier and more productive manner than ever before.
ض Reporting solutions that range from hundreds of pre-designed reports—many with a variety of reporting options designed for quick and easy standard data review—to data analysis, each is tailored to different aspects and levels of your ERP users. Tyler ERP reporting options also provide programming features so you can extend and customize your reporting functionality. Utilizing Microsoft® SQL Server® Reporting Services (SSRS), it’s now possible for your system or report administrator to design interactive, tabular, graphical, ad hoc, and free-form reports from a variety of data sources. Designed for use with Microsoft SQL Server, the City of Hemet can create these custom reports using powerful wizards and built-in features and functionality.
When you add charts, drill downs, parameters, and hyperlinks your reports are immediately transformed into interactive documents or Web content. To top it all off, analysis tools such as field highlighting, running totals, and sorting let you examine trends, expose relationships, and zero in on key performance metrics. ض A rich internal, as well as third-party, integration/interface solution—because Tyler is committed to providing our clients with the most comprehensive, versatile, and easy-to-use solutions possible. As part of this commitment, Tyler’s ERP solution includes numerous integration points. This means your staff benefits from the use of standardized, time-tested integration points that are readily available and already used by thousands of Tyler ERP clients. Tyler has heavily embraced web services as the future of application architecture and integration with other applications using industry standards. Tyler ERP includes a robust and growing library of APIs and App Connectors and can leverage them for real time integration with third party systems interfaces.
22.H.
City of Hemet, CA Executive Summary
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Your Investment
Investment in the growth of software companies is paramount to success—for both the company and the clients it serves. Tyler recognizes this and embraces an integral philosophy that promotes sound Research and Development that includes client-centric usability; prudent, leading-edge technology; sound business practices; and a focus on the unique requirements and needs of our clients in the public sector. And Tyler understands that public sector offices advance and acquire technology in different ways and at different rates. With more than 20,000 clients, Tyler has worked with agencies in all phases of automation, from paperbased manual processes to advanced digital analytics and paperless efficiencies.
And while the Tyler ERP functionality is key to your overall solution, Tyler understands that it takes much more than software to achieve a successful implementation. With this in mind, we have proposed a project strategy that is founded on several key principles.
Implementation Methodology
Tyler’s Implementation Methodology is based on our 30+ years of continuous adjustments based on feedback and lessons learned from thousands of public sector clients just like the City of Hemet to improve the process and develop tools and technologies to make implementation more intuitive and effective. The Tyler ERP software modules and services proposed are based on our thorough review of the RFP, and interpretations of the City’s vision and expectations for a partnership with an ERP provider.
California Qualifications
Tyler also has a long history of working with California clients. In fact, the Tyler ERP is currently used by more than one-hundred fifty (165) California organizations already. And as part of that ongoing commitment, you’ll enjoy dedicated California Tyler ERP User Groups, a State Reporting department dedicated to California, and regional and local implementation and support resources—ensuring the City of Hemet receives the support and attention needed for a successful, perpetual partnership.
In Summary
As your primary vendor for the City’s ERP solution, Tyler is pleased to offer the City of Hemet, the Tyler ERP software and services solution which brings to the city the following:
• An industry-leading local government-specific solution with a proven track record in software design, implementation, and support.
• A strong focus on bringing repeatable success to local government entities like the City of Hemet. • A highly functional software solution designed to meet the unique requirements and challenges of our clients across the U.S.
• An Evergreen and everGuide practice that keeps our clients successful with ongoing and perpetual upgrades, training, guidance, and user group participation.
We are confident a partnership between the City of Hemet and Tyler Technologies will provide the city with the most fiscally prudent and functionally effective software solution available—with the products, tools, services, and partnership you need to keep the city on track, on budget, and on point. The City of Hemet’s partnership with Tyler will enable you to chart the path of robust, efficient, easy-to-use technology benefitting all City stakeholders now, and for decades to come.
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City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 2 Requirements
Complete the Requirements document provided as a separate Word document and follow the instructions provided in Section 6 of this RFP. Each Requirement must have a rating and a comment relative to how the function is met with the software. Submit the Requirements section as Section 2 of your proposal. In addition, provide the Requirements document in MS Word format. Do not modify the Word format. A comment of “Standard Functionality” or similar does not provide us with the information required to review your response.
Please see the Requirements document on the following page.
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Proprietary & Confidential
City of Hemet - ERP Software Requirements Page 1 of 36
2023 SoftResources LLC
City of Hemet, CA
ERP Software Requirements
Software Vendor Response
1. Company
Company Name Tyler Technologies, Inc.
Contact Name and Title Jason Cloutier
Contact Address, Phone, Email One Tyler Drive, Yarmouth ME 04096 800.772.22.60
[email protected]
2. Company Information
Public vs. Private Public
Year Founded 1966
Revenue Annual revenues of $1.59 billion (2021)
Nearest Office to Hemet, CA Modesto CA /
https://www.tylertech.com/aboutus/about-tyler/locations
3. Vendor Employee Count 6,600+
4. Customers on Proposed Software
Total 2261
Cities 961
California Public Sector 165
California Cities 121
5. Target Customer Profile
Industry Public Sector
Sizing: User Count and Population Scalable products with the smallest jurisdiction (Loving County, Texas, with
a population of 82) to the largest (Los
Angeles County, California, with a
population of 10.1M)
6. Implementation Model: Direct or Partner Direct
7. Version Schedule
Proposed Version and Release Date 2022.X, 2023.X
Release Schedule Tyler application upgrades are
released quarterly. Software
corrections, known as cumulative
R = Required
I = Important
N = Nice to have
E = Explore
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City of Hemet - ERP Software Requirements Page 2 of 36
Software Vendor Response
updates, are made available for
download between quarterly releases.
All releases are cumulative allowing
clients to upgrade to the latest
application version directly.
Number of Prior Versions Supported 4-5 quarterly versions are supported at any one time.
8. Support Desk
Location Tyler’s main support offices are in
Falmouth, Yarmouth, and Bangor
Maine and we also have a strong
presence on the West Coast at our
Renton, Washington office. Our
Support Team is rounded out with
individuals located in smaller offices in
Arkansas and Georgia, and remote
staff in various locations across the
country.
Hours of Support Support resources are available 8:00 PM – 5:00 PM across four standard
time zones (EST, CST, MST and PST)
and staffing is consistent to support the
volume of cases throughout the day.
Pricing Summary – Summary of RFP Section 3 Comments
9. Software License – Years 1-10
a. Financials: 110 named users, 30 concurrent users
b. Human Resources/Payroll: 352 W2s
c. Central Cashiering: 3 POS Stations, 25 named users
SaaS proposal / no license fees.
Annual SaaS fees:
1) 258,565
2) 258,565
3) 258,565
4) 266,321
5) 274,311
6) 282,540
7) 291,071
8) 299,747
9) 308,740
10) 318,002
10. Implementation: Estimate for implementation, process review, design, data conversion, configuration, training, report development, integration, travel. $553,123
11. Maintenance – if On-Premise:
d. Year 1
e. Years 2 – 10
SaaS proposed.
12. Total 1-Year Cost – Software, Implementation, SaaS, or Maintenance Software – No license fees Implementation is billed as incurred and
is dependent on phasing. Needs
additional conversation.
Year 1 SaaS fees will replace Eden
maintenance fees. We do not charge
for two systems at the same time. Year
1 SaaS fees = $258,565.00
13. Total 10-Year Cost – Software, Implementation, SaaS, or Maintenance 3,369,499.00
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Proprietary & Confidential
City of Hemet - ERP Software Requirements Page 3 of 36
Ranking Response – Rating and Comment
Modules
R 14. General Ledger 4
Please refer to Enterprise ERP
Accounting Product Overview for
additional information.
R 15. Budgeting 4
Please refer to Enterprise ERP
Budgeting Product Overview for
additional information.
R 16. Purchasing 4
Please refer to Enterprise ERP
Purchasing Product Overview for
additional information.
R 17. Accounts Payable 4
Please refer to Enterprise ERP
Accounts Payable Product Overview
for additional information.
R 18. Accounts Receivable 4
Please refer to Enterprise ERP
Accounts Receivable Product
Overview for additional information.
R 19. Project and Grant Accounting 4
Please refer to Enterprise ERP
Project & Grant Accounting Product
Overview for additional information.
R 20. Utility Billing 4
Please refer to Enterprise Utility
Billing Product Overview for
additional information.
R 21. Cashiering/Cash Receipts 4
Please refer to Enterprise ERP
Cashiering Product Overview for
additional information.
R 22. Capital Assets 4
Please refer to Enterprise ERP
Capital Assets Product Overview for
additional information.
R 23. Business License 4
Please refer to Enterprise ERP
Business Licenses Product Overview
for additional information.
R 24. Human Resources 4
Please refer to Enterprise ERP
Human Resources & Talent
Management Product Overview for
additional information.
R 25. Time and Attendance 4
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City of Hemet - ERP Software Requirements Page 4 of 36
Ranking Response – Rating and Comment
Please refer to Time and Attendance
Product Overview for additional
information.
R 26. Payroll 4
Please refer to Enterprise ERP
Payroll Product Overview for
additional information.
R 27. Reporting 4
Please refer to Enterprise Analytics &
Reporting Overview for additional
information.
Technology
R 28. Preference for SaaS platform deployment, open to on premises. 4 Tyler software-as-a-service (SaaS)
solutions are subscription-based cloud
applications running on AWS, the world’s
most comprehensive and broadly adopted
cloud platform. Applications are available
securely
from any internet connection, anywhere,
anytime. Tyler Technologies manages all
client hosting operations, including
application upgrades and platform
administration, providing clients with a
single point of contact for all software and
hosting needs.
Clients receive clear and concise
documentation, defining all aspects of
the relationship including contract
(commitment to partner) and service
level agreement (measurable
expectations of availability).
R 29. Run on virtual machines e.g., VMware/Nutanix if on premises. 0 Not applicable, SaaS proposed
R 30. Multiple environments: Production, Test, Train, Development. 4 Live, Train, Test, and Implementation
available with standard deployments
R 31. 100% Web-based architecture. 4
Tyler applications are built and tested on
the latest HTML5 standards and should
be compatible with any modern
browser.
R 32. Role-level security to menu, function, and field level. 4 Role based security supported. Select
field level.
R 33. Integration with Office 365 GCC - Word, Excel, Calendar, SharePoint, Teams.
4
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Select integration where available. Ie
Word, Excel.
R 34. Microsoft 365 GCC Exchange Server interface for email notifications.
4 Many Tyler applications include support
for popular calendaring systems
including Microsoft Outlook and
Exchange. Email notifications and alerts
can be sent using most email servers,
including Microsoft Exchange
R 35. Single sign-on: MS Active Directory on Premises, MS Azure sync in the Cloud. Preference for two-factor authentication. 4 Identity Workforce is a zero-trust, cloud
Identity-as-a-Service (IDaaS) solution for
Tyler’s back-office applications. Built on
Okta, the industry leader in identity
management, Identity Workforce enables
secure, cloud-based authentication for all
users, regardless of location, device, or
network.
Identity Workforce supports federation
with industry standard identity providers
(IdP’s) providing clients with seamless,
single sign-on across all Tyler back-office
solutions. This also enables clients to use
their own login and password policies,
including the use of multifactor
authentication for enhanced identity
verification. The Tyler Identity User Store
can be used to create and manage
accounts that do not exist in the client’s
IdP, such as contractors or seasonal staff,
or clients without a supported IdP.
The following identity providers (IdP's) are
currently supported for use with Identity
Workforce: Microsoft Active Directory
through Azure AD, ADFS or Okta AD agent,
Google Cloud Identity, Identity
Automation RapidIdentity, and Okta.
Support for additional IdP's may require
additional costs, available upon request.
R 36. List integration technologies, e.g., Web Services, SOA, XML, etc. 4 Tyler solutions offer a variety of
methods of interfacing with external
third-party systems, including file-based
import and exports and real-time web
service integration through plug-andplay App Connectors, and API Toolkits and Connectors.
Tyler Integrated Solutions
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Tyler’s family of ERP and Civic solutions
provide robust, native integration,
eliminating the need to manage thirdparty interfaces and integrations entirely.
This
includes Enterprise Permitting & Licensing,
Enterprise ERP, Enterprise Asset
Management, Cashiering and Payments fo
r point-of-sale and online payment
processing, Content Manager’s
streamlined access to records and
documents, and Enterprise Service
Request Access to manage non-emergency
inquiries, incident reporting, complaints,
and service requests.
File-based integration
Multiple file-based interfaces are included,
and all are integrated as part of the
application, designed for end users. Unlike
systems that require a database
administrator to import or export data
with their system, users can easily import
or export data through point-and-click
user interface. User-defined templates
specify the data layout for a specific
system, so users can quickly choose the
appropriate template at the time of
import/export. Templates for commonly
used third-party systems are also included
out of the box. File-based interfaces can
be scheduled for one-time or recurring,
automated processing.
Imports can be configured with Workflow
to send automated notifications or
approval requests before the data updates
a record. Workflow business rules can be
set on a variety of data conditions specific
to the imported data. This includes if data
causes an account to go over
budget, is over a certain dollar
amount, or is related to a specific segment
of your general ledger. Only after all
workflow rules have been approved does
the import update production
data. Depending on the process, imports
can also be rejected at the item or file
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level; rejected imports can be resubmitted
at any time.
Productivity Software Support
Application data can be downloaded to a
variety of formats including PDF, XLS, DOC,
XML, and CSV. Any productivity suite
capable of opening these file types can be
used, such as Microsoft Office and Google
Workspace. Data can also be uploaded to
the system in these formats through the
integrated import applications.
Most output include hyperlinks to the
corresponding application record for easy
access. Most output can also be
automatically archived to Content
Manager for quick retrieval at any time.
Some applications also include mail merge
support, allowing users to easily create
and maintain form templates for
completely customized presentation of
application data. Any SMTP/IMAP server
can be used to send email notifications,
such as Microsoft Exchange and Gmail.
‘Plug-and-Play’ Application Support
Plug-and-play application support provides
out-of-the-box integrations for a variety of
third-party applications through prepackaged web services. Tyler develops and maintains these integrations, requiring no
development expertise from the client to
configure.
API Catalog
API (Application Programming Interface)
Toolkits and API Connectors add value to
your organization by enabling you to
create your own integrations to share data
between Tyler and non-Tyler applications.
API Toolkits contain all exposed resources
(or endpoints) available in a specific Tyler
application module such as Enterprise ERP
General Ledger, Accounts Receivable, or
Enterprise Asset Management. API
Connectors contain a subset or crosssection of API Toolkit resources with the purpose of facilitating a specific type of
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integration such as third-party cashiering,
IVR, or applicant tracking systems.
The API Developer Portal is a powerful
RESTful API gateway that makes accessing
Tyler application data and processes
through Toolkits and Connectors easy and
intuitive. The Portal conforms to OpenAPI
3.0 and is secured with OAuth 2.0 through
Tyler Identity. API resources include
example calls and produce properly
formatted commands, allowing you to
easily exercise them against your data.
The API Developer Portal features include:
x Simplified, structured API
documentation
x Industry standard OpenAPI
3.0 interface
x Authentication using
OAuth 2.0 standard,
offering multiple login
flows to suit different app
implementation scenarios.
x Data models and examples
for each resource
x Produces HTTP URI and
CURL commands to
exercise resources from
within the documentation
and return data
x Real-time validation
x Standard HTTP status
codes
x Documentation to aid in
identifying and
understanding normal
resources used to
complete a given
integration.
R 37. Review proposed approach to integration with the following:
R a. Cartegraph EAM – Service requests to Work Orders, CIP, Fleet (Cloud)
0 A built-in integration with Cartegraph is
not currently supported, however the
optionally proposed UB Open API toolkit
could be leveraged by a third party to
develop an integration using inboundonly web services to retrieve and update work order information in EERP. This
would not include CIP or Fleet.
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R b. Telestaff – scheduling and timekeeping for Police and Fire On-Premises (Police), Cloud (Fire)
4 Supported assuming desire is time
sheets from Telestaff to EERP for
processing assuming use of compatible
file formats.
R c. Harmony – meter reads, account updates 4
This is supported, assuming use of
compatible meter reading export/import
formats.
N d. Tokay – Water backflow (on-premises) – status lookup for new account setup
4 The EERP Utility Billing Solution offers a
built-in backflow tracking system,
however some custom, one-way exports
to Tokay have been created. Some
customization could be required if
existing customer export formats cannot
be leveraged.
R e. NeoGov – Recruiting, onboarding, evaluation tracking 4 Integration available via compatible
import/export files and/or optionally
proposed Recruiting API Connector
R f. SirsiDynix Horizon – Library System 4
Import assuming use of compatible
import file formats where applicable
R g. CentralSquare Enterprise Permitting (TRAKiT) or
replacement solution – Permitting and Land Management,
4 Replacement -Tyler offers a fully
integrated Enterprise Permits
solution. Please see Tyler’s response to
the City’s Permitting, Planning, Land
Management Software and
Implementation Services RFP for
additional details about our Tyler
Enterprise permitting solution.
I h. Laserfiche – Document Management 0
Replacement proposed – Tyler’s
Enterprise ERP and Asset Management
solutions do not include direct integration
with third-party Enterprise Content
Management (ECM) solutions. Tyler has
proposed Content Manager, an integrated
content management solution, to
electronically capture, manage, and
retrieve all documents related to Tyler
applications.
Content Manager includes a document
extract utility to automate document and
metadata export to a file system that
clients can use to import to a separate
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third-party ECM solution. Retrieval of
content stored in third-party ECM
solutions directly from Enterprise ERP and
Asset Management applications is not
supported.
Tyler recommends using the fully
integrated Content Manager solution
that was built into the Enterprise ERP
and Asset Management solutions.
Anything generated out of Enterprise
ERP and Asset Management is
automatically stored and indexed back
to the corresponding records without
any user intervention.
R i. Esri ArcGIS – Meter Locations, Latitude/Longitude, Assessor Parcel Number (APN).
4 Integration with ESRI available via
optionally proposed Enterprise GIS
R 38. Mobile functionality and devices supported. iOS required. App, HTML5 and Responsive Design.
4 Proposed EERP solution allows for
mobile compatibility
General
R 39. Real-time integration across all modules. Specify exceptions. 4 Proposed Enterprise ERP solution is fully
integrated.
R 40. Configurable role or user level dashboards including favorites, notifications, reports, etc.
4 Supported via Hub Dashboard.
R 41. Unlimited user-defined fields that can be used in queries and reports.
4 User defined fields is one of the primary
methods users can customize the EERP
suite to their specific needs and business
practices. Administrative options include
the order of the field, screen name, data
type, size, status, requirement, and tool
tip. A customizable code table exists for
any drill down data types.
User Defined fields are available in select
applications and presented to the end
user in a dedicated tab on program
screens. All fields and associated codes
are contained in the client database and
are not impacted by patches or upgrades.
R 42. Mask sensitive fields or restrict access, e.g., Social Security Number.
4 Where available via Role-based security.
Select field level security, ie SSN.
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I 43. Define mandatory fields on screens, web forms, mobile apps, etc.
4 Mandatory fields can be defined on
custom forms such as applicant forms.
R 44. Rules based workflow routing with prioritization, alerts, electronic signatures, and visible approval queue.
4 Enterprise ERP Workflow is a
comprehensive system engineered to
meet the specific needs of the public
sector. It extends the functionality and
productivity of the EERP system by
automatically notifying the indicated
end users when action is needed,
rather than requiring them to look it
up manually.
The workflow system includes an
extensive approval engine, monitoring
hundreds of processes throughout the
system. Approvals, alerts, and
notifications are generated to users
dynamically based on the business
rules created.
Flexible business rule creation allows
for universal, sequential and parallel
pre-approvals, and “one or all” rules.
Catchall rules can be created to ensure
that some approvals are generated
even when no rules apply. Workflow
for key processes, such as payroll
processing, can be configured to
prevent users from doing things out of
order. Routing and approval criteria
containing “and/or” logic for building
complex rules include dollar amount
ranges, GL segment, over budget
conditions, and more. Workflow users
can receive and act on notifications,
approval requests, and alerts several
ways including in the application, via
automated emails, and through a My
Work mobile app available on Android,
iOS, and Windows.
To ensure the integrity of the
workflow process, EERP provides
comprehensive auditing as processes
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move through workflow and on
changes to the workflow system itself.
Administrators can analyze workflow
performance with integrated
management tools to assist with
process reengineering.
I 45. Searchable and context sensitive help. 4
The Enterprise ERP application has an
integrated electronic help and
documentation system. EERP
programs include context-sensitive
help that provides task-related
information for screens and fields.
This online documentation helps
navigate through programs, providing
the procedures and details needed to
complete tasks.
R 46. Describe available online training and support tools. 4 Tyler has integrated online help and
TylerU tutorial videos.
Tyler maintains a complete set of
documentation that is available to all
users through the KnowledgeBase.
The KnowledgeBase provides users
with a single, easily accessible
location to find all existing
documentation on Tyler products and
other widely used technology
products. Included are procedure
documents, file layouts, user guides,
installation manuals, setup
documents, system administrator
documents, data schemas, training
exercises and much more. Clients also
have the ability to download
documentation into Microsoft Word
format to edit to match internal
policies and procedures
R 47. Audit trail and reporting with date, time, user stamp, and before/after values.
4 Supported via integrated audit.
R 48. Attach documents and images to transactions throughout all modules (e.g., PDF, JPEG, TIF, DWG, etc.). Indicate any size limits for attachments.
4 Attachments supported via use of
integrated Content Manager
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R 49. Effective dating of transactions throughout all modules. 4 Supported where applicable
R General Ledger
R 50. Modified accrual accounting basis. 4
EERP is a modified accrual basis of
accounting, however cash basis can be
supported via modifications to set-up and
policies. Full accrual reporting can be
supported via Tyler’s ACFR Statement
Builder.
R 51. Indicate number of accounting periods supported to isolate accruals and audit adjustments – 13 or 14 preferred.
4 14 periods total, periods 0-13.
R 52. Multiple fiscal years or periods open at one time. 4 Ability to have two years open at a time,
and access to more than one periodbased on user permissions R 53. Fund accounting with automatic inter-fund due-to, due-from balancing.
4 Enterprise ERP GL is a true multi-fund
accounting system. Automatic interfund
balancing is available with proper setup
of due to/due from accounts, etc.
R 54. Flexible Chart of Account format to support 5 or more segments.
Current format: Fund (3,) Department (4), Object (4). Additional segments to support cost center, activity, grant or program, etc. 4 Tyler’s Enterprise ERP solution has a
flexible chart of accounts structure that
supports one fund (up to four
characters), one object (up to six
characters), one project (if applicable)
(up to five characters), and up to seven
configurable segments (up to 10
characters each) for a maximum account
length of 45 alphanumeric characters
across 10 segments.
R 55. Multiple journal entry types including:
a. Standard
b. Reversing
c. Recurring
d. Allocations
e. Budget adjustments and transfers
f. Import from Excel
4 EERP allows for General, Reversing,
Recurring, Budget Adjustments and
Journal Imports. Allocation codes can be
used in Invoice, Requisition, Purchase
Order and Payroll programs.
R 56. Copy a Journal Entry to create a new one. 4
‘Posted Find’ from General Journal
Entry/Proof allows a user to find an
existing posted journal and copy it to a
proof journal for review, modification (if
necessary), approval (if necessary), and
posting.
R 57. Workflow routing of journal entries for approval. 4
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With proper workflow setup, journal
entries can be routed through workflow
for approval. Users can define: each task
structure, user performing task, order
the tasks are performed and how rerouting is handled.
R 58. Decentralized Journal Entry with role-based permission; finance review and approval step before posting.
4 Journals can be entered from any
location assuming the user is logged into
Enterprise ERP and has the appropriate
permissions assigned. Workflow can be
setup for necessary workflow approvals
and notifications.
R 59. Dashboard view of budget vs. actual by department. 4 Available via Hub (dashboard)
R 60. Attach supporting documents. 4
Attachments supported via Content
Manager
R 61. Support generation of ACFR. Describe tools available. 4 Via Tyler ACFR Statement Builder
R Budgeting
R 62. Position budgeting for wages and benefits. 4
Position budgeting supported via
integrated PR/HR
R 63. Decentralized budget entry by department with approval workflow.
Ͷ
Departments can enter budget amounts
in Central Budget Entry and the amounts
can be reviewed by appropriate
department heads with budget entry
department notification workflow.
R 64. View budget vs. actual for multiple years during budget entry. 4 Users can link out to Account Inquiry
and/or use additional tabs to run reports
while entering budget.
R 65. Document line-item assumptions and attach supporting documentation.
4 Text and notes can be entered at the
account level and description and
justification narratives can be entered at
the detail level. Documents can be
attached at both account and detail level
via Content Manager
R 66. Online visibility to budget input status queue. 4 More specific information is needed to
fully understand the question however
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Enterprise Budgeting offers online access
to all budget related processes including
workflow status.
R 67. Multiple versions per fiscal year. 4
EERP offers an unlimited number of
budget versions per fiscal year.
R 68. Generate mid-year budget. 4
EERP Budgeting allows for a mid-year
projection to be entered as well as
separate budget amendment/transfer
functionality with workflow available.
R 69. Generate budget transfers and adjustments with workflow approval.
4 EERP allows for separate budget
amendment/transfer functionality with
workflow available.
R 70. Budget trending, multi-year projection, and what-if analysis. 4 The Budget Scenarios program allows
users to prepare multiple versions of
proposed budget packages at any
budget level. Multiple scenarios are
created by applying one or more
decision packages to a budget
projection. Users can view the impact
upon a budget by applying dollar value
or percentage point increases or
decreases to specific accounts.
R 71. Input budget as year total and spread across months by percent or flat amount.
4 The Monthly Budget Amounts program
allows you to initiate and view monthly
budget transfers. The Original Budget,
Transfers/Amendments, Revised Budget,
Actuals, and Percent Used detail fields
provide a breakdown of monthly
I 72. Interface with ClearGov or other citizen-facing portal to post summary budgeting data for public view.
4 Ability to Export budget to third party
Interface is available.
N 73. Support creation of Budget Book. 3
Via optionally proposed third party
PatternStream
I 74. Export budget data to Excel for review and analysis. 4 Most reports and standard exports can
be output to Excel.
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I 75. Import a budget worksheet from Excel. 4
The Import File screen in Define/Start
Budget Projection imports budget
accounts and level amounts.
R Purchasing
R 76. Vendor master file data:
a. Legal and DBA name
b. Multiple contacts: address, phone, email
c. Federal and State Tax ID
d. EDD flag for reporting (California)
e. Attachments – W-9, etc.
f. Insurance certificate with effective dates
g. Banking Information
h. User defined fields
4 All covered via standard or user defined
fields. The Vendor Insurance Certificates
program adds, maintains, or deletes
vendor insurance certificate information.
An insurance certificate can be associated
with a general vendor, purchase order,
contract, or project.
R 77. Purchase Order processing including:
a. Effective dating – cross fiscal years
b. Decentralized Requisition entry
c. Budget validation
d. Rules based workflow approval routing with dashboard view of status
e. Attach/print terms and conditions
f. Encumbrance Accounting – Requisition and Purchase Order g. Certificates of Insurance with effective dates
h. Attach documents – bids, quotes, etc.
i. Change order management with workflow approval
j. Alert or report when remaining balance is 10%
4 Effective dating is standard throughout
entering/posting of transactions in
Enterprise ERP. Anyone logged into the
system can enter a requisition from any
location assuming appropriate permissions
are established. Budget validation is part
of every transaction entered in the system
assuming an account is flagged as
‘Budgetary’ and to check the available
budget. Workflow can be setup for
necessary approvals and notifications for
PO entry, PO change orders, and req to PO
conversions. Attachments via Content
Manager. Requisitions are posted as preencumbrances and POs are posted as encumbrances. The Vendor Insurance
Certificates program adds, maintains, or
deletes vendor insurance certificate
information. An insurance certificate can
be associated with a general vendor,
purchase order, contract, or project.
Certificates of insurance and other
documents can be attached via Content
Manager. Open PO reports are available to
review PO balances.
R 78. Allocate Purchase Order line item to one or more chart of accounts, contracts, projects.
4 PO lines can be allocated to GL accounts,
projects and/or contracts.
R 79. Vendor management including:
a. Duplicate vendor management
b. Vendor search – wildcard, type ahead entry, etc.
4
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c. Business License verification
d. Link to State system for Contractor License verification e. Attach documents – W9, Insurance Certificates, etc.
f. Notification or report for expiring Certificate of Insurance Duplicate vendors are flagged based on
TIN, but settings allow for duplicate TINs
to be entered if needed. Vendor search
allows for wildcard. Documents can be
attached via Content Manager and Hub
provides a card to track vendor insurance
expirations.
We do have integration with EPL to track
and confirm Business Licenses
We currently do not support integration
with States for Contractor License
verification
I 80. Contract Management including:
a. Dates: Start, end, cross fiscal years
b. Attach documents
c. Initiate Requisitions/Purchase Orders to Contract
d. Contract renewal reminders
e. Change Order management with workflow approval
f. Alert or report when nearing expiration
4 Multi-year contracts are supported,
documents can be attached via Content
Manager and reqs and POs can be created
from Contracts. Renewal reminders are
supported via reminder alerts. Contract
change orders can be entered and
approvals can be setup as necessary.
Expiration reminders can be setup via
reminder alerts.
N 81. Import quotes processed through PlanetBids. 4
Contracts and POs can be imported
using standard file layouts
I 82. Flag item as an asset at creation of requisition or Purchase Order with review before posting to Fixed Asset module.
4 Line detail information on Requisition and
Purchase Orders can include inventory and
fixed asset designation.
R 83. Distribute approved Purchase Orders to suppliers via email or push to PlanetBids.
4 Purchase Orders can be emailed via
Enterprise Forms.
I 84. Vendor self-service portal: submit invoices, upload W-9, submit change of address, update banking data, etc. with review step before posting.
4 Supported via Vendor Access. Workflow is
available for external vendor updates that
can be routed to necessary approvers for
review before posting change set.
R Accounts Payable
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R 85. Centralized (or decentralized with permissions) invoice entry, scan and attach invoices, workflow routing for approval, electronic signatures, visibility of approval queue.
4 Standard with Enterprise ERP Accounts
Payable. Invoices can be entered from any
location assuming the user is logged into
the system and has appropriate
permissions. Scans and attachments are
supported via Content Manager and
workflow rules can be setup for approval
and notification routing. Electronic
signatures assume the username of the
workflow approver, and workflow
approvals can be surfaced in Hub and
email.
R 86. Distribute invoice line item to multiple General Ledger accounts. 4 Allocation codes automatically distribute a
single transaction amount across
numerous general ledger accounts. Using
the allocation code, users can assign a
percentage of the whole dollar amount to
up to 50 different accounts
R 87. Support 2 and 3-way matching; Purchase Order to invoice or Purchase Order to invoice receiving.
4 Ability to determine three-way match
status for how purchase order liquidations
are handled.
R 88. Allow Purchase Order to Invoice variance within a tolerance level- dollar amount or percent.
4 Both are allowed and can be set in AP
settings
R 89. Support direct invoice processing without Requisition or Purchase Order.
4 PO not required to produce an Invoice
R 90. Import electronic vendor invoices, e.g., PDF; route for approval and process for payment.
4 Via Standard Imports assuming compatible
file formats
R 91. Duplicate invoice management. 4
Ability to restrict duplicate invoice
numbers by each vendor number.
R 92. Interface with Utility Billing for processing refunds to customers. 4 EERP offers a fully integrated solution
including Utility Billing.
R 93. Initiate online check requests (Request for Payment), attach supporting documentation, and workflow approval routing. 4 The Request for Check program defines
requests for checks to be used to pay
vendors without requiring a purchase
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order against which to apply the payment.
Once approved, check requests are
converted into accounts payable invoices
in order to generate checks.
I 94. Import and process Credit Card transactions from bank file; post to payee vendor.
4 The Purchase Card Import program
imports transaction details for bills
incurred by employees using purchase
order credit cards. It creates new invoices
using the data from a designated file, and
the Invoice Entry program is used to
update and proof/post these invoices.
R 95. Flag invoice for separate check. 4
Invoices can be designated as separate
check, this will direct the program to
print a single, separate check for a
particular invoice.
R 96. Recurring Payables with start and end date, amounts workflow approval.
4 The Recurring Invoices program
maintains recurring vendor invoices and
generates a batch of recurring
invoices. The Invoice Entry program
must be used to output and post the
batch created through recurring invoice
generation.
R 97. Manage retainage – primarily at 5% on designated invoices. 4 The AP Retainage program processes
general and 1099 retainage amounts for
permanent withholding or release to a
vendor.
I 98. Assign invoice status to “Hold” to stop payment processing. 4 Via Invoice Status
R 99. Multiple forms of payment; check, wire, EFT, ACH, etc. 4 Enterprise Accounts Payable Invoices can
create the following types of payment:
Normal, Direct Disbursement, Wire
Transfer, EFT, Single, and Active Card
Integration.
I 100. Email remittance notification to vendors for ach payments including details of invoices included in payment.
4 Payables Delivery method can be set to
‘E-mail.’
R 101. Generate Positive Pay file for bank. 4
EERP supports positive pay by creating
an electronic positive pay file that
supports the check reconciliation
process. The positive pay file consists of
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a list of checks that an organization has
written during the defined period.
R 102. Sales and use tax management and reporting for out of state purchases.
4 Enterprise Accounts Payable supports
both sales and use tax processing.
R 103. 1099 management including vendor designation, edit reports, generation of forms, electronic filing to IRS, etc.
4 The AP 1099 Manager program provides
a centralized resource for processing
Accounts Payable 1099 records,
including 1099-G, 1099-INT, 1099-NEC,
1099-MISC, and 1099-S forms.
N 104. Travel and Expense management capabilities including reimbursement requests, travel advances, receipt attachment, amounts due back from employees, etc.
4 Please refer to product overview for
Enterprise ERP Employee Expense
Reimbursement.
I 105. Electronic Bank reconciliation based on electronic bank file import.
4 EERP can import multiple compatible
bank files.
R Accounts Receivable and Billing
R 106. Single customer master for all receivables (misc. Accounts Receivable, Utility Billing, Cash Receipting, etc.
4 The Customers program maintains
Accounts Receivable customer records.
Customer records are used throughout
Enterprise Revenue Management
programs.
R 107. Duplicate customer management. 4
System does not allow duplicate
customer numbers.
R 108. Generate miscellaneous billings that are ad hoc or recurring. 4 Accounts Receivable Charge Codes
establish charge codes used for principal
payment, fees, interest, or penalty on
bills for tax, business licenses, utility
billing and more. Charge codes apply
specific types of charges to bill detail
lines
R 109. Define and generate recurring invoices with start and end dates. 4 Available via Recurring Invoices within
Enterprise General Billing.
R 110. Import data from Excel worksheet to create an invoice. 4 Via Standard Imports
R 111. Customize miscellaneous billing templates. 4
Accounts Receivable Charge Codes
establish charge codes used for principal
payment, fees, interest, or penalty on bills
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for tax, business licenses, utility billing and
more. Charge codes apply specific types
of charges to bill detail lines
R 112. Add notes or description. 4
Invoice messages and invoice message
text can be added to GB invoice batches
and comments can be added to each
invoice within a batch.
R 113. Scan and attach supporting documentation. 4
Via Content Manager
R 114. Multiple forms of payment: cash, check, ACH, credit card, etc. 4 Cash, check, ACH and Credit card can be
accepted.
R 115. Generate daily cash receipt report by payment type. 4 Standard report or through SQL Server
Reporting Services
R 116. Process and manage NSF payments. 4
Ability to charge fees for NSF checks
R 117. Generate 30/60/90 day warning letters; flag for collection and issue letter if 120 days past due.
4 The Aging Report creates a report of
overdue bills for a range of customers,
bill years, accounts receivable codes,
special conditions, bill types, and AR
category codes. Aging report is
exportable to Excel.
N 118. Calculation of interest and penalties for past due invoices. 4 Assess Late Fees calculates late fees on
outstanding and unpaid invoices and
prints a list of the accounts and invoices
affected by this activity
R Utility Billing
R 119. Integration to General Ledger. 4
Fully integrated with Tyler’s Enterprise
Accounting/GL.
R 120. Customer master record to include:
a. Account number – system assigned
b. Service type - water, sewer, storm drain
c. Bill cycle - six
d. APN number, parcel ID, lot number
e. Multiple contacts including name, addresses, phone, email f. Notes
g. Meter location/GIS coordinates
h. Document attachments
4 All information can be tracked. Some
information will require the use of user
defined field functionality. Attachments
via Content Manager
R 121. Capture meter attributes:
a. Serial number
4
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b. Install date
c. Meter type and size
d. Description
e. Manufacturer
f. Backflow devices
g. Location: lat/long, description
Some may require the use of user defined
fields.
R 122. Flag landlord or alternate contact to receive invoices or statements.
Ͷ
Ǥ
I 123. Initiate Service Order to set up new customer accounts and turn on service, do service shut off, etc. Send service requests to Cartegraph to initiate work orders would be Nice to Have. 4 The EERP Utility Billing Solution has builtin work order processing functionality which includes the ability to create work
orders for new accounts, turning on/off
service, shutting services off, and
replacing meters.
A built-in integration with Cartegraph is
not currently supported, however the
optionally proposed UB Open API toolkit
could be leveraged by a third party to
develop an integration using inboundonly web services to retrieve and update work order information in EERP.
R 124. Deposit management including:
a. Single Family Residential: not more than 3 times the estimated average monthly bill.
b. Single Family Residential – with 2 shut off notices: greater of 2 times the estimated average periodic bill or 3 times the estimated average monthly bill
c. Multiple Residential and Non-Residential: greater of 1 ½ times the estimated average monthly bill, 2 times the
estimated average periodic bill, or 3 times the estimated average monthly bill
d. Multiple Residential and Non-Residential – with 2 shut off notices: greater of 2 times the estimated average periodic bill or 3 times the estimated average monthly bill
e. Waivers based on credit history – single family
f. Reimbursement or apply to account at end of time period 0 a and f are supported; e can be supported
visually/manually if an integration with
Online Utility Exchange is leveraged.
E 125. Tiered rate structure (possible in the future). 4 Tables can be utilized to created tiered
rates in the current version.
R 126. Water billing at flat rate based on meter size plus consumption. 4 Account types and rate codes are sitedefined. The Rate Master’s program maintains information used to calculate
charges
R 127. Prorate Water bills based on days of service. 4
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The Utility Billing system supports several
different methods of proration including
days of service.
R 128. Add miscellaneous charges to bills:
a. Service setup = $38 plus water service
b. Broken locks = $100
c. Shut Off notice = $50
4 Account types and rate codes are sitedefined. The Rate Master’s program maintains information used to calculate
charges
I 129. Record and track time when water service is turned on. 4 Date is recorded and can be reported
against.
R 130. Import meter read information from Harmony Meter Data Management and apply to customer account.
4 This is supported, assuming use of
compatible formats.
R 131. Flag and report on missing reads, zero reads, no changes in consumption month by month, or other anomalies.
4 Standard and custom reports can be
utilized to surface the scenarios listed.
However, this would not set a flag
automatically on the account.
R 132. Generate bill file export – provided to outsourced vendor for bill generation and mailing.
4 Bill file export can be created for use with
3rd party bill print providers.
R 133. Generate billing for City accounts and automate process to record and settle for payment to General Ledger (without generation of Accounts Payable check and recording of Cash Receipt).
4 Supported with the use of Enterprise ERP
Financials.
I 134. Flag or report on temporary water service accounts that exceed 500 cubic feet consumption per month.
4 Via special conditions code.
R 135. Flag accounts as Do Not Shut Off and reason, e.g., medical, on payment plan, leak investigation, etc.
4 Special conditions can be defined for any
of the aforementioned instances.
R 136. Searchable customer history by parcel, name, address, etc. View accounts, service orders, work orders, meter replacements, communications, complaints, resolutions, etc.
4 Via audit history. Standard reports may
suffice, in addition, custom reports can be
created as needed.
R 137. Generate workflow review for accounts designated for shut-off. 4 Based on basic workflow setup.
R 138. Generate email or text notification to work crew when payment is received for account designated as a shut-off.
0 Not supported
R 139. Issue credit for bill adjustments and apply to next billing cycle. 4
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Bill credits can be applied and balances
can be deferred to the next billing cycle
when desired.
R 140. Interface with Accounts Payable to process customer refunds. 4 Fully integrated with proposed Enterprise
Accounts Payable
R 141. Generate past due letters with late fees after 60 days in arrears. 4 Multiple letter/statement output options
are available in addition to the use of mail
merge.
R 142. Establish and track extensions and payment arrangements with different terms (weekly, bi-weekly, monthly).
2 Payment plans are supported, however
extensions are not currently supported.
Analysis needed to quote.
R 143. Describe available Collection Management functionality including notes, correspondence, collection actions, etc. 4 Tyler’s Collection and Billing feature allows
you to schedule all delinquent processing
steps to run automatically. This allows
your business rules and procedures to do
the work for you.
Manage multiple active billing cycles
across your utility and email statements
Support electric billing functionality such
as demand, KVAR, and KWH
Accommodate all charges and services
with flexible rate setup for consumption or
flat rates
Flexible bill statement designs, including
consumption graphs
Send delinquent notices automatically,
apply late fees, and run the shut off list at
the time of your choosing
Provide bill services at different
frequencies and on the same statement
R 144. Query: usage within a data range, peak consumption, etc. 4 Standard reports may suffice, additional
custom reports can be created as
needed.
R Cashiering/Cash Receipts
R 145. Centralized cashiering for multiple departments and locations. 4 Application supports an unlimited number
of departments/locations to collect
concurrent payments
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R 146. Customer look-up by wild card, address, phone number, last name.
4 Look-up parameters are defined by the
individual receivable applications. Most
support the items listed here and wild
card type searches.
I 147. Centralized view of receivables including Miscellaneous Billings, Permits, Code Violations, Business Licenses, Utility bills, etc. 4 Supported with receivables managed by
EERP. Some functionality related to
permits would require integrated
Permits solution not currently proposed.
R 148. Customizable receipt format by functional area, e.g., header, layout, fields, size, comments or messages, etc.
4 A general receipt layout can be defined for
the system, override formats are defined
by department, if needed.
I 149. Compatible with check scan and MICR reading hardware for checks.
4 Yes. See the current supported hardware
matrix for the hardware needed to
support this requirement.
R 150. PCI-compliant online payment gateway for all receivables.
Currently using Paymentus.
4 The Cashiering application is PCI complaint
and passed an annual
certification/recertification process.
Paymentus is not a supported gateway for
Cashiering
R 151. Real time or batch posting of receipts to the General Ledger.
Prefer real time for updates to Utility Billing and Business Licensing.
4 Assumes All intra-tyler integrations, and
3rd party receivable integrations Via
compatible import/export files where
applicable. Posting to the general ledger is
an end of day batch process
N 152. Partial payment and cash application hierarchy. 4 Partial payments, over payments and
payment distribution rules are applied by
the receivable applications and are
reflected in Cashiering.
R 153. Capture alternate payee name. 4
The receivable’s owner name defaults in
as the “payer name” on the receipt, but
can be overwritten by the cashier to a
different name
R 154. Add a 2.8% credit card fee to transactions, with ability to waive by customer type, e.g., utility customers.
4 Possible via configuration - one credit card
tender type with a 2.8% fee for non-utility
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bill payments, and a second tender type
with no fees (cost absorbed by the City)
for utility bill payments.
I 155. Allow partial payments and note balance due and due date on receipt.
4 Standard functionality but is only available
if the integrating receivable application
supplies Cashiering the data requested
here to print on the receipt.
R 156. Support back-office entry to Cashiering solution. 4 Cashiering supports multiple entry modes
including “Counter” for face-to-face
activity and “Mail” for back-office
processing, for example
R Project and Grant Accounting
R 157. Describe Project and Grant accounting functionality; separate module or in chart of accounts, or both.
4 Please refer to the Enterprise ERP Project
& Grant Accounting product overview.
R 158. Project master file data to include:
a. Project Number or Grant Number
b. Project Type, Name, Description
c. Location
d. Subproject, Phase, Activity
e. Start and End Dates
f. Status: Active, Inactive, Warranty, etc.
g. Budget
h. Funding Sources
i. Attachments
j. User Defined Fields
4 The Project Master record includes the
following information: Number, Name,
Description, Type, Funding Sources,
Project budget, Grant, Contracts,
Locations, Sub Projects, Major Project,
Dates, Status and more.
R 159. Multi-level project hierarchy with ability to report on detail or summary data.
4 May require SQL Server Reporting Services
R 160. Import labor allocation from payroll and apply to specific projects and/or grants.
4 Payroll can be allocated to project strings
and grants can be associated to projects.
Enterprise Payroll is directly integrated,
but if an import is required, then flexible
journal import functionality can be used to
import to the desired GL and/or project
accounts and grants can be tied to various
accounts as necessary.
I 161. Project Accounting dashboard that displays percentage of completion, project status, open Purchase Orders, Change Orders, budget expended, budget remaining, etc.
4 Project Central provides summary and
detail views of your organization's project
ledger data.
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When the program opens, all the projects
to which you have access are displayed.
Use the columns to sort by criteria such as
project type, projected start and end date,
amounts, and whether any warnings are
associated with the project.
When you click a project code
from Project Central, the program
refreshes to display specific project
details, including expenses, funding
sources, and warnings.
I 162. Close out a project and convert to an asset. 4
‘Flag Project for Creation of a Capital Asset
Record’ option is available when closing a
project which indicates that the project
creates a capital asset record upon
closure, when selected.
I 163. Grant administration: track applications, status, dates, eligible expenses, etc.
4 Please refer to the Enterprise ERP Project
& Grant Accounting product overview.
R 164. Grant management accounting for reimbursable expenses. 4 The Project Revenue Allocation program
allocates expenses to their associated
funding sources. Funding sources are
defined as a funding source string and
each string indicates an expense type to
be allocated to the funding source.
Through the project ledger revenue
allocation, users can dictate which
expenses will be reimbursed by the grant
by attaching expense types to the account
and reimbursement line. General billing
invoices can be created for
reimbursements and indirect costs for a
specific project/grant or for all
projects/grants.
R Capital Assets
R 165. Asset Master File data to include the following:
a. Number
b. Description
c. Type and Sub-Type
d. Manufacturer, Serial Number, VIN
e. Dates: Purchased, In Service, Replacement, Disposal
f. Life and depreciation method
g. Parent/Child
h. Location
4 The capital asset record records the
following fields: asset number, type, class,
sub-class, manufacturer, model,
serial/parcel, license/reg. number,
acquisition date, disposal date, estimated
useful life, depreciation method, master
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i. Attach documents/photos – insurance, warranties,
maintenance contracts, etc.
j. User defined fields
asset number, location, department,
custodian, status, funding sources,
purchases, description, values,
attachments through Content Manager,
user defined fields and more.
N 166. Track non-capitalized or non-depreciated assets. 4 Capital Assets can have a class of
equipment and be flagged to depreciate or
not (as well as to capitalize or not). The
accounting setup on the asset defines
which part of the Chart of the Account
structure will be hit when processing
activations, improvements, transfers,
retirements, and depreciation.
R 167. System-generated barcode asset tags. 4
Bar codes supported via Assets Mobile
R 168. Retain history of disposed assets. 4
Disposals, retirements, etc. can be tracked
within Enterprise Capital Assets.
I 169. Generate Journal Entries for depreciation after asset is placed in service.
4 Assuming depreciation is run through
‘Depreciate Assets.’
R 170. Generate required GASB reporting. 4
With Tyler ACFR Statement Builder the
reporting is met. GASB defines the
reporting model for all governmental
entities to follow when preparing the
statement and schedules for ACFR. The
GASB rules are embedded in Tyler’s ACFR
Statement Builder, which assists with each
step of the reporting process.
R Business Licensing
R 171. Define multiple Business License types with required information and workflow routing.
4 workflow available for new business, new
license, renewal and relocation
R 172. In person or online Business License application, renewals, and payments
4 Via Resident Access
R 173. System-assigned Business License number. 4
Sites can add “starting value” in
configuration
R 174. Support Business License fee types including:
a. Fixed fee
b. Graduated scale
4
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c. Graduated scale with minimum
d. Gross receipts
See: BL-Ordiance-Chapter-18 (hemetca.gov)
Various fee structures exist, including
those listed. Other CA BL sites are
supported.
R 175. Track business history including move between addresses and retain history.
4 History can be tracked, also have
associated workflow for if desired
I 176. Allow business owner to update contacts, mailing address, etc. online with internal review step before posting to records. 4 Can update mailing address, Some BL
data must be updated through EERP
application
I 177. Define license types that require a Certificate of Occupancy, a Conditional Use Permit and/or any other City, State, or Federal approvals before issuance.
4 License types can be defined. Integrated
functionality related specifically to
permits requires enterprise permitting
not currently proposed
R 178. Prorate business license fee based on application date for select types.
4 This is done at the business type level.
R 179. Generate and issue renewal notices via email or online selfservice. Prefer a link to click to pay embedded in email. 4 Supported via email
180. Generate delinquent notices and add fees. 4
A variety of forms for late fee
assessments are available.
R Human Resources
R 181. Position Control management including
a. Position and FTE count
b. Effective dates
c. Supervisor
d. EEO code
e. Position history
f. Track over/underfilled positions
g. Multiple employees to one position
4 All information can be captured with
standard position control functionality
I 182. Online Position requisition with approval routing to multiple approvers before posting.
4 Available as standard position control
functionality, integrated with Recruiting
module while using workflow for approval
routing.
R 183. Interface with NeoGov to import selected applicant. 4 Supported via compatible import/export
file formats where available
R 184. Employee master file data to include:
a. Name and number
b. Department
c. Position and salary history
d. Contact info: address, phone, email, emergency
e. Dependents
4 Standard employee master file
maintenance available. Some information
captured and tracked in various programs
(job/salary, dependents, benefits, etc.).
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f. Benefit elections
g. Bargaining unit
h. Status: Active, On Leave, Terminating, Terminated, Retiree, Cobra, Disability, etc.
i. Dates: Hire, Promotion, Anniversary, Re-Hire, Seniority, Benefit, Termination, Probation, User Defined, Birthdate j. Issued Inventory, e.g., keys, mobile devices, etc.
k. Document attachments
Some information to be tracked via user
defined fields. Attachments via Content
Manager.
R 185. Date-effective changes for position, pay, benefits, etc. 4 Where available. May require personnel
actions.
R 186. Modifications to employee record in Human Resource module updates payroll and timekeeping modules.
4 Payroll, HR, and timekeeping modules are
fully integrated eliminating the need for
duplicate entry
R 187. Define salary schedules with positions, grades, steps, and min/max salary ranges.
4 Salary tables are supported and can be
assigned to applicable position/job classes
R 188. Management and tracking of FMLA including maximum allowed (480 hours).
4 FMLA management and tracking available
with proper setup
R 189. Track mandatory training, certifications, renewal dates, etc. with online reminders in advance of the due date, e.g., 30 days. 4 Tracking of training and certifications
available
I 190. Electronic checklist or personnel action form to manage separation process including:
a. Notification to other departments.
b. Exit interview
c. Cobra information for TPA
d. Collect City property
4 Offboarding checklists are supported and
are site defined. Some requirements may
require manual initiation and/or tracking
R 191. Rules-based benefit eligibility to employee group with ability to override with security.
4 Based on setup utilizing existing
configuration options.
E 192. Describe available online open enrollment capabilities. Currently using WEX for benefits enrollment.
4 Employee Benefits Enrollment allows for
sites to setup fully integrated benefit
offerings with sections, elections, tables,
rates, restrictions etc. Employees are then
able to electronically review and make
their selections which are approved and
ultimately posted for new year elections
to take effect for processing
R 193. Manage retirement benefit deductions for two deferred comp plans, e.g., Kaiser and Aetna
4
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Supported with proper setup of deduction
and benefit master utilizing existing
configuration options
R 194. FLSA, ADA, EEOC tracking and reporting requirements for employees (e.g., EEO4 Report).
4 Tracking available in addition to
compliance with EEO4/5 reporting
R 195. ACA tracking and reporting including:
a. Look back reports for actual hours worked
b. Generation of 1094 and 1095-C reports
c. Mailing of 1095-C reports to employees, former employees, and dependents
d. Electronic transmittal of 1094 and 1095-C to IRS
4 Tyler will commit to providing all state and
federal mandated reports with data file
submissions required to be submitted to
the state that are not already provided
through standard reports or inquiry
functions. In addition, any changes to
mandated State/Federal specified file
layouts will be provided for no additional
license/maintenance fees to all clients
who have a current Maintenance
Agreement in place.
R 196. Performance Review functionality including due dates, probationary reviews, employee evaluations, merit for
performance, and related personnel actions.
4 Available with standard Employee
Evaluations
R 197. Manager Self-Service for staff: leave balances, approve leave requests, performance reviews, notifications, etc.
4 Manager self-service functionality
supported with Employee Access
R 198. Employee Self-Service: leave requests, leave balances, pay advice, view W2, change W-4, update contacts, etc.
4 Employee self-service functionality
supported with Employee Access
N 199. Online paycheck modeling tool for salaries and deductions. 4 Supported via paycheck simulator
I 200. Employee incident tracking and reporting. 4
Assumes use of existing Case Management
functionality
I 201. Produce monthly or annual total compensation statements that include pay and benefits; post to Employee Self-Service. 4 Employee Total Compensation available
with standard functionality
R Time and Attendance
R 202. Web based time sheet for exempt and hourly employees; default schedule, labor cost allocation, approved leave, holidays, etc. 4 Supported via basic Time & Attendance
functionality.
R 203. Track missing timesheets. 4
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Zero hours report will provide
information on time sheets that have 0
total hours on them
R 204. Charge time to project and activity code. 4
Time can be entered with accompanying
job costing codes
R 205. Display leave bank balances on time entry screen; issue warning or stop if time entered exceeds leave banks.
4 Leave balances are displayed on time
entry screens. Accrual Tables can be
configured to allow requests that result
in a negative balance or prevent with
hard stop.
R 206. Support multiple flex time schedules based on employee group. (Exception: Public Safety uses Telestaff.)
4 Multiple flex time shifts and schedules
are supported to meet most scheduling
needs.
R 207. Labor allocation – hours or percent of hours. 4
Based on use of payroll allocations setup
R 208. Rules based leave management by type; accruals, usage, carryover, payouts, balances, etc.
4 Based on accrual table setup. Accruals,
usage, carryover, payouts, and balance
management are all supported.
R 209. Track and report on hours worked to CalPERS eligibility threshold (1,000 hours); warn if nearing threshold.
4 Employee Eligibility can be used to track
hours from the start of a fiscal year.
There is also an Eligibility Report that can
be run manually or scheduled through
Scheduler to identify when employees
are approaching a threshold
R Payroll
R 210. Bi-weekly pay cycle. Process off-cycle pay runs as required. 4 Payroll frequency is site
defined/determined and can be as often
as desired.
R 211. Rules based earnings and deduction codes that are pre/post tax, persable, etc. (e.g., employee groups, formulas, fixed amounts, frequency and pay cycle, etc.
4 Pay codes (1-100) and Deduction codes
(1000-9999) are site defined with various
configurations available to meet most
needs such as pre/post tax, calc codes,
etc.
R 212. Default values by employee for earnings, hours, and charge codes with ability to override.
4 Based on setup. Override ability with
proper permission via role-based
security.
R 213. Multiple pay codes per employee per pay period or position. 4
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Employees can have multiple pay codes
and multiple positions
R 214. Import time entry hours from Telestaff for Police and Fire. 4 Supported assuming use of compatible
import file format
R 215. Initiate personnel actions online, route for approval, and apply to employee record in system.
4 Online personnel actions entry program
available with proposed Human
Resources & Talent Management
R 216. Enter mass change that affects all or a group of employees with workflow approval before updating, e.g., apply 2% increase to specific union.
4 System includes select mass change
functions such as Mass Salary Changes to
meet percentage/flat dollar increase
based on defined selection criteria for
eligible records
I 217. Track and manage tuition reimbursements and computer purchase reimbursements. Describe how supported.
4 Employee Expense Reimbursement is an
easy-to-use application that fully
integrates with Enterprise ERP Accounting,
Payroll and Accounts Payable for complete
electronic expense report filing—thereby
increasing office efficiency, saving
employees’ time, and reducing paper
trails. Once expense types are defined,
Employee Expense Reimbursement offers
many time-saving system defaults such as:
quick expense report creation, systemgenerated travel requests, invoice reimbursement numbers and general
ledger account codes. For ease of use,
your office can create an unlimited
number of expense claim form templates;
determine whether employees submit
reports before or after expenses are
incurred; and decide whether to
reimburse through payroll or by cutting an
AP check. When submitting expense
reports, employees simply log into the
application—anytime and from anywhere
over the Internet—and enter his or her
employee number. The system
automatically populates the expense
report fields with data pulled from
Enterprise ERP Payroll, and the employee
simply fills out the remaining required
fields and submits. The claim is
automatically entered into the workflow
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process, where it can be preset to direct
expense reports to different approvers
based on user-defined account codes,
amount, and department codes.
R 218. Process mid-period pay changes. 4
Mid period pay options can be setup to
allow mid period adjustments.
R 219. Process retroactive pay and associated impact to deductions and reporting to benefit providers.
4 EERP provides a retroactive process to
handle late contract negotiations and
percentage increases.
R 220. Rules based overtime calculation by MOU or employee group, e.g., over 40 hours worked per week, etc.
4 Multiple OT processing capabilities exist
including table-based calculations.
R 221. Multiple overtime codes, e.g., callback, callouts, scheduled, comp time earned, special event, etc.
4 Multiple overtime pay codes are
supported and are site defined assuming
use of existing configuration options, pay
code, category, calc code, factor, rate,
table, etc.
R 222. Generate report that identifies all changes made within a specified date range, pay period, etc.
4 SQL Server Reporting Services can produce
desired reports that show changes made
within a specified date range, pay period,
etc. for comparisons.
R 223. Exception reporting to review for double pay, no pay, changes since last payroll, etc.
4 Reports can be run for employees with no
pay within the payroll process. SQL Server
Reporting Services can produce
comparison reports for changes since last
payroll or double pay.
R 224. Generate a gross-to-net payroll proof list of all payroll calculations before checks are produced.
4 Available via standard EERP reporting
R 225. Generate pay advice and paychecks and make available in employee self-service.
4 Supported as part of standard payroll
processing functionality during print
payroll checks
R 226. Generate electronic positive Pay file. 4
System generated electronic positive pay
file assuming use of compatible file
formats
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R 227. Generate vendor payments and interface to accounts payable. 4 Vendor payments via AP check can be
generated with proper setup and fully
integrated Enterprise AP module
R 228. Describe strategy to stay current with mandated Federal and California State reporting.
4 Tyler will commit to providing all state and
federal mandated reports with data file
submissions required to be submitted to
the state that are not already provided
through standard reports or inquiry
functions. In addition, any changes to
mandated State/Federal specified file
layouts will be provided for no additional
license/maintenance fees to all clients
who have a current Maintenance
Agreement in place.
R 229. Produce data for monthly, quarterly, and yearly tax forms and filings, e.g., 941 and 941B Quarterly Federal Tax Returns, DE9 Quarterly Tax Returns, W 2’s, etc.
4 Tyler will commit to providing all state and
federal mandated reports with data file
submissions required to be submitted to
the state that are not already provided
through standard reports or inquiry
functions. In addition, any changes to
mandated State/Federal specified file
layouts will be provided for no additional
license/maintenance fees to all clients
who have a current Maintenance
Agreement in place.
R 230. Electronic reporting to Social Security, IRS, State CalPERS, CA State Controllers Report, California EDD DE9C Wage Reports, and Workers Comp.
4 Tyler will commit to providing all state and
federal mandated reports with data file
submissions required to be submitted to
the state that are not already provided
through standard reports or inquiry
functions. In addition, any changes to
mandated State/Federal specified file
layouts will be provided for no additional
license/maintenance fees to all clients
who have a current Maintenance
Agreement in place.
R 231. Generate W2s and make available via employee self-service portal.
4 Following W2 print process, images are
made available via Employee Access
22.H.
Proprietary & Confidential
City of Hemet - ERP Software Requirements Page 36 of 36 Ranking Response – Rating and Comment
I 232. Produce year-end accruals of salaries, benefits, and accrued compensation (e.g., vacation). 4
Year-end accruals of salaries, benefits, and
accrued compensation based on setup.
R 233. Generate GASB 68 reporting for pension liability. 0 More information needed regarding
functionality required by system
R Reporting
R 234. Deliver library of standard reports. 4
Standard reports are included
R 235. User-level query and reporting tools that allow formatting of data, dates, filters, charts, etc. List tools offered.
4 Some may require use of SQL Server
Reporting Services and/or Cubes
R 236. List power user reporting tools that can be used, e.g., Microsoft SSRS, Crystal.
4 Tyler Reporting Services utilizes Microsoft
SQL Server reporting services (SSRS),
allowing users to access and report
information stored in any of their system
data files.
R 237. User-level security flows through to queries, reports and drilldown. 4 Role permissions apply to search results,
queries and reports.
R 238. Drill down to source transactions within queries or reports. 4 In select reports, results can have
hyperlink for drill down to record. Also,
query results will have option to drill down
to record.
R 239. Generate reports in multiple formats, e.g., HTML, PDF, Excel, Word, etc. Schedule for delivery to email or dashboard. 4 In available programs, users can export
reports to specific formats including PDF,
Excel, and Word. Email delivery available
as well as Hub (dashboard) cards.
R 240. Save report and query templates and make them shareable with other users or kept private.
4 Via ad-hoc SQL Server Reporting Services.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.1 Enterprise ERP Solution Overview
Enterprise ERP is an Enterprise Resource Planning solution designed specifically for municipal governments, schools, special districts, and authorities. It integrates and centralizes financial, purchasing, capital asset, payroll, human resources, receivable, and revenue information, thereby facilitating data management.
Enterprise ERP enables and empowers users to become more efficient, productive, and responsive to specific business needs by breaking down departmental silos, streamlining processes, and integrating with multiple inherent and third-party solutions including data security, transparency, and Microsoft Office.
Available through a traditional site purchase or as a cloud-based solution operating through Tyler’s data centers, Enterprise ERP is a dynamic system that evolves with applicable features, technology, and expanded services that meet the unique needs and requirements of the public sector to ensure our clients are never left behind. In addition to the expansive scope of public sector-oriented features and functions, Enterprise ERP provides superior usability through automated workflow, mobile access, and built-in productivity tools, including guided conversations. These tools provide users with unrivaled operational efficiency, seamless realtime processing, elimination of duplicate entry, easy-to-perform tasks, and the assurance their data is secure and up to date.
Our clients get industry leading technology that is enhanced continuously through a perpetual upgrade process we refer to as our evergreen philosophy. It is a steady stream of meaningful, yet manageable, changes deployed with minimal disruption to site operations, and it requires no re-licensing fees. In other words, our clients receive the newest technologies while maintaining the integrity of the Enterprise ERP core business logic. This incremental introduction of new ideas results in a product that provides users with functional innovation as well as practical application of software that is in line with their needs.
Our commitment to the total client experience means that we invest heavily in a user-centric design process.
We maximize end-user productivity continually by listening to our clients and assessing what is important to their business. We involve clients in usability testing conducted by analysts certified by Human Factors International, as well as release beta testing, to ensure that Enterprise ERP works the way they do.
2.1.1 Productivity Tools
2.1.1.1 Command Centers and Central Programs
Enterprise ERP provides multiple command centers and central programs that are tailored to key functional areas, such as human resources and general ledger. These tools are designed to provide one-click access to relevant data from multiple applications and screens. Central programs cater to users that require inquiry and operational access, while command centers provide additional access for administrative actions, such as code and table setup as well as direct access to various reporting tools and analytics.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Figure 1. Example of HR Command Center
Figure 2. Example of General Ledger Account Central Program
2.1.1.2 Guided Conversations
A guided conversation provides step-by-step guidance for completing a process within a Enterprise ERP program. When a user selects a Guided Conversation option, the program presents a series of information dialog boxes, along with questions and defined responses. This conversational structure guides them through the steps of data entry—using the information provided, they select the responses that meet their needs for completing the task.
2.1.1.3 Workflow
Enterprise ERP Workflow is a comprehensive system engineered to meet the specific needs of the public sector. It extends the functionality and productivity of the Enterprise ERP system by automatically notifying the indicated end users when action is needed, rather than requiring them to look it up manually.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
The workflow system includes an extensive approval engine, monitoring hundreds of processes throughout the system. Approvals, alerts, and notifications are generated to users dynamically based on the business rules created.
Flexible business rule creation allows for universal, sequential, and parallel pre-approvals, and “one or all” rules. Catchall rules can be created to ensure that approvals are generated even when no rules apply.
Workflow for key processes, such as payroll processing, can be configured to prevent users from doing things out of order. Routing and approval criteria containing “and/or” logic for building complex rules include dollar amount ranges, GL segment, over budget conditions, and more. Workflow users can receive and act on notifications, approval requests, and alerts several ways including in the application, via automated emails, and through a My Work mobile app available on Android, iOS, and Windows.
To ensure the integrity of the workflow process, Enterprise ERP provides comprehensive auditing as processes move through workflow and on changes to the workflow system itself. Administrators can analyze workflow performance with integrated management tools to assist with process reengineering.
2.1.1.4 Integration with Microsoft Office
Microsoft products are used every day, so Tyler designed applications to easily integrate with the Microsoft Office suite.
Data can be exported to Microsoft Word directly from Tyler applications. Some applications even leverage Word's mail merge functionality allowing users to easily create and maintain form templates for near limitless presentation options of application data. Word Mail Merge exports also seamlessly integrate with Tyler Content Manager by storing electronic copies automatically.
Microsoft Excel can be used with Tyler applications in a variety of ways. Many Tyler applications allow users to easily export application data directly to Microsoft Excel. Excel exports aren’t just raw data dumps; data is formatted accordingly to its original data type – dates are dates, currency is currency – and many exports include a link back to the corresponding record in application. Microsoft Excel is also one of many formats supported for bulk data exports and imports, which can also be scheduled to occur automatically.
Many Tyler applications include support for popular calendaring systems including Microsoft Outlook and Exchange. Email notifications and alerts can be sent using most email servers, including Microsoft Exchange.
2.1.1.5 Mobile Access
Enterprise ERP provides applications across multiple platforms, including mobile and touch, offering endusers with on-the-go access from virtually anywhere. Responsive web applications automatically orient screen layout for optimal user experience, whether accessed from a desktop monitor or smartphone. Native mobile apps leverage device resources such as GPS or camera, and integrated store-and-forward functionality allows using apps without a data connection and automatically synchronizes when back online. Many back-office browser applications are accessible from mobile devices as well, including some optimized for touch, providing near identical functionality regardless of the platform or device used.
Tyler continues to develop new apps to meet evolving needs. Current Enterprise ERP mobile apps, available on iOS and Android devices, include Employee Access, Field Sheet Mobile for Utility Billing and Work Orders, and My Work Mobile for workflow. Additionally, My Work Mobile and Field Inspector Mobile for permit inspections are available for iOS and Windows tablet devices. Workflow actions can be addressed directly from email on a mobile device as well.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Figure 3. Example of My Work Mobile app for Android
2.1.2 Hub
Hub is an over-arching and powerful platform that works to improve the efficiency and effectiveness of all Enterprise ERP users. By connecting diverse data sources, Hub enables users to monitor key processes, quickly execute routine tasks, and eliminate time-consuming data searches.
Hub offers a view of preconfigured cards designed to present to each user standard sets of data for various job functions and tasks. Users can select from the sets of cards, or content packs, for accounts payable, asset management, payroll, utility billing, human resources, purchasing, inventory, and more. The cards can be used as they are pre-configured, or users have the option to adjust the data as needed and specify how it is presented to them.
A Hub page can be created to focus on a specific process or configured to reach across Enterprise ERP solutions to combine cards from multiple modules. It can combine data analytics, reporting, and tasks, and users can modify and add pages to their platform stack as their job responsibilities evolve.
Finally, Hub provides robust real-time data analytics and active links, giving users a clear advantage over other software solutions and dashboards. Instead of taking the time to open multiple programs to find data, Hub centralizes the data needed and makes it instantly accessible. For more detail as it pertains to a specific task, users simply click on the information in a card to access transactional details, locate a site on a map, approve or reject a transaction, or any other variety of other pertinent actions. By having everything visible and accessible, Hub allows users more time to analyze data rather than search for it—thereby freeing them up to focus on more value-added tasks and projects.
2.1.3 Content Management
Tyler’s Content Manager includes all the critical components of an enterprise content management suite — back file scanning, indexing and redaction, optical character recognition, web interface, micrographics conversion, disaster recovery, and highly secure off-site document storage. It works with third-party applications, using batch print capture to print multiple documents directly into Content Manager.
Additionally, the Application Connector provides seamless integration between applications and Content Manager. This improves accuracy and offers quick access to related documents without leaving an application, and it saves valuable time navigating through multiple applications to find vital, related files.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Content Manager supports multiple file types ranging across multiple departments in distributed locations, including scanned images (TIFF, PDF, etc.), photos (JPEG), office documents (Microsoft® Word, Excel®, PowerPoint®, etc.), drawings (DWF, DWG, etc.), or any other file requiring storage and management.
2.1.4 Analytics and Reporting
Public sector entities need multiple ways to get information from their enterprise solutions. To meet the growing and dynamic needs of our clients, Enterprise ERP provides users with the information they need, in the formats they want and require, instantly.
Users can run reports of their current dataset from Tyler applications to a variety of output formats (print, PDF, Word, Excel). To assist with this, Enterprise ERP provides an integrated “query wizard” to guide users through the selection process to create complex queries. These queries can be saved for future use and shared with fellow users to access pre-defined searches quickly and easily at moment’s notice. Taking it to the next level, reports can be scheduled and delivered with the integrated Application Scheduler. Additionally, to meet the unique and specific needs and requirements of our clients, Tyler employs a dedicated Enterprise ERP state reporting team responsible for ensuring compliance with state and federal reporting mandates is maintained.
To help improve data management, analysis, information, and delivery, Enterprise Analytics and Reporting provides a robust toolbox. Hub and Central applications provide immediate, out-of-the-box views of key information that can be configured by user based on role and preference, and Microsoft Office integration provides seamless data exports to familiar Office formats for further analysis. For further flexibility and customization, Tyler provides support for industry-leading business intelligence and ad hoc reporting tools.
Enterprise ERP database cubes, using Microsoft Excel PivotTable and PivotChart reports and built on Microsoft SQL Server Analysis Services, allow users to make better business decisions by easily viewing comparisons, patterns, and trends with KPIs. Combining the power of these tools with SQL Server Reporting Services, users can create and manage complex, interactive reports and deliver them in a range of formats.
Data & Insights Executive Insights, included as part of the Enterprise Analytics and Reporting package, gives leadership a strategic analysis into multiple functional areas by aggregating back-end data into forecasts, trend identification and reports using government-specific metrics from a plug-and-play library. It allows creation of notifications and collaboration from shared real-time data to rapid-deploy actionable solutions.
Preconfigured for Enterprise ERP data, it provides advanced statistical forecasting, performance analysis and budget monitoring with the strategic insight needed to proactively analyze revenues, expenses, cashflows, and human capital trends, identify emergent issues, and collaborate with peers.
2.1.5 Forms
Forms provides a library of pre-built, easy-to-use templates giving users the ability to build sets of configurable forms using an intuitive web application allowing them to take control of forms from creation to printing. With robust built-in integrations with Enterprise ERP, users can print directly to Forms from the application and can choose whether to print, email, archive to Content Manager, or download the documents.
Every form has been carefully designed with simplicity and consistency at the forefront. The forms share a common look and feel, one that is sophisticated, colorful, and modern. Once install Forms is installed, users can immediately start setting up forms choosing from the wide array of form templates offered, including (but not limited to):
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Payroll checks
x Purchase orders
x Invoices
x Utility bills
x Receipts
x Permits
Using the Forms web application, form changes such as updating a logo or a signature, can be made instantaneously with the click of a button. Tailored data display options to form type provide a fine-tuned method of customizing content that is included on the form. Without leaving the web application, users can preview their forms using sample data, giving them the opportunity to fine-tune changes made to the template.
2.1.6 GIS Integration
Tyler’s GIS Integration provides general mapping and spatial analysis tools, interfacing between applicable Enterprise ERP modules and existing Geographic Information System (GIS) based on Esri’s ArcGIS Server. It offers dynamic maps and GIS data and services via the web, allowing an organization to publish, discover, and share this information. For ease of use, maps are accessible within a number of Enterprise ERP applications including Asset Registry, Field Work, Property Master, Business Licenses, Utility Billing, and more, making it easy to map parcels, capital assets, and infrastructure such as water lines, sewer lines, telephone poles, etc.
GIS Integration can be embedded directly within the Enterprise ERP application or launched in a separate browser tab by clicking the dedicated “GIS” button in the toolbar. In both cases, the active set can be manipulated in a number of useful ways including:
x Both manual selection and automatic spatial queries, including finding a parcel’s abutters or determining in what district a business is located
x Saving active sets back to Enterprise ERP, including saving any generated maps as image files x Performing map-based queries that can be merged with standard Enterprise ERP queries
2.1.7 API Toolkits and Connectors
x Enterprise ERP offers a full and comprehensive integration experience. Even so, Tyler recognizes that some clients might require API (Application Programming Interface). We appreciate that this can add value by enabling users to create their own integrations to share data between Tyler and non-Tyler applications, and therefore offer a full range of API Toolkits and Connectors. x API Toolkits contain all exposed resources (or endpoints) available in a specific Tyler application module such as Accounting, Accounts Receivable, or Enterprise Asset Management. API Connectors contain a subset or cross-section of API Toolkit resources with the purpose of facilitating a specific type of third-party integration, such as cashiering, IVR, or application tracking systems. x The API Developer Portal is a powerful RESTful API gateway that makes accessing Tyler application data and processes through Toolkits and Connectors easy and intuitive. The portal conforms to OpenAPI 3.0 and is secured with OAuth 2.0 through Tyler Identity. API resources produce properly formatted commands, allowing users to easily exercise them against data.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.1 Enterprise ERP Financial Overview
Enterprise ERP general ledger and budgeting applications are the core of our solution, designed to streamline the management of critical financial processes organization wide. A web-based multi-fund accounting system, Enterprise ERP provides the tools to easily comply with regulatory requirements and highly structured accounting and budgeting processes, while integrating fully with the Human Resources Management, procurement, revenue, and citizen services processes and software. Finance employees have access to detailed fund and budget information in a seamless, real-time, and intuitive manner, increasing transparency across state and local government.
Benefits of Enterprise ERP Fund Accounting and Budgeting State & Local
Government & Schools
Reduces overall financial
costs through a strategic
management of
resources
Increases organization
flexibility to address
business & legislative
changes
Ensures accountability,
transparency, &
compliance with local,
state, & federal
requirements
Enables collaboration
across organization
boundaries
Finance Administrators
Increases organizationwide visibility into
budget compliance &
financial status
Provides real-time
insight into business
processes for strategic
decision making
Reduces planning and
budgeting cycle times
Optimizes cash flow
through performance
measurement, analysis &
forecasting
Finance Employees
Reduces redundant data
entry & creates a “single
version of the truth”
Improves productivity,
efficiency &
responsiveness to
citizens
Decreases process time
& enhances workflow for
day-to-day tasks
Citizens
Improves understanding
of state & local
government mission and
goals
Increases satisfaction in
state & local government
programs & services
Provides transparency
into state & local
government operations
& processes
2.1.1 Enterprise ERP Accounting
Enterprise ERP Accounting is a true multi-fund budgeting and accounting system designed to meet all GAAFR and GAAP standards. Enterprise ERP Accounting maintains account balances for both balance sheet and subsidiary ledgers and offers a flexible chart of account structure (45 alpha numeric code with 10 segments available) to fit your specific reporting needs. Role-based permissions and workflow can be configured by chart of account segments and accounts allowing processes to be decentralized to improve productivity without sacrificing security. It offers a comprehensive journal processing system that automates journal reversal, retrieves unlimited years of journal history, and adds as much descriptive text to each journal entry as needed.
The true beauty of the module is its tight integration with all other modules Enterprise ERP offers. It provides quick, online access to account information, including the ability to “drill down and around” to transaction
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
detail such as purchase orders, invoices, payroll data, and cash receipts. Quick data access and efficient reporting improves responsiveness and decision making. If corrections are necessary, accountants can easily go to the source (i.e., payroll check, AP invoice, purchase order) to enter what the account or amount should have been, and the system will correct the journal entry without additional manual journal entries. If thirdparty systems are used, the system is very flexible and allows users to build their own formats for import or export of journals.
Reporting is a critical piece of the General Ledger. Enterprise ERP Accounting includes the following reporting features and tools:
x Dozens of ready-to-use reports which allow the user to sort and summarize by their chart of account segments with hyperlinks which allow the user to drill down to the data x Customizable report templates with user definable columns and saved find and sort options x A built-in scheduler tool to automate the processing and distribution of standard reports allowing users to schedule reports to be generated as they wish on a daily, weekly, or monthly basis x Flexible reporting for multi-year funds and grants, as well as staggered fiscal years x Excel data cubes allow the average user to start in Excel and create ad-hoc reports to retrieve and analyze any segment level across multiple years
x Optional, customizable report generation through Tyler Reporting Services allows your IT staff, or an Enterprise ERP TRS representative, to build the report to the exact specifications required by the end user
Figure 1. Example of Account Central
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.1.2 Enterprise ERP Budgeting
The Budgeting module provides industry-leading tools designed to help you plan, manage, and monitor your budget-related activities throughout the year and forecast future years, so your community operates from a strong foundation. Simplified financial planning and budgeting tools in Enterprise ERP provide you with everything necessary to keep tabs on today’s budget while planning for tomorrow. When users enter requisitions, purchase orders, or AP invoices the system displays the available budget for that account, group of accounts or department total based on user setup. Workflow rules can be configured to handle overbudget requests. Budget transfer and amendment requests can be decentralized because they are intuitive and user friendly – instead of selecting “debit” or “credit” the user is choosing “decrease” or “increase”.
For Budget development, budget directors can generate, compare, and analyze an unlimited number of projections or “what if” scenarios. Enterprise ERP Budgeting allows departments to budget both annually and monthly. Budget rollup codes can be utilized if departments require grouping individual accounts together for either performing available budget checks, or for allocating accounts against a total budget amount during the appropriations process. Salary and benefit planning can be done through direct integration with the Enterprise ERP Payroll/HR module reducing the need for complex Excel spreadsheets to be created outside of the system. The integration provides accurate forecasting for all employee-related costs including step raises, vacancies, and benefits. Direct integration into the Enterprise ERP Capital Assets can auto-create records for assets due to be replaced.
Budgeting for projects can be done in the Enterprise ERP Project Accounting module and pushed to the GL budget via another direct integration. Specific benefits include:
x Budget amounts can be entered at the account or detail level which roll up to the account level and details can be moved forward from year to year
x Robust budget import feature to upload desired budget amounts into a projection x Workflow allows projections to be shared between departments, reviewed, and then merged into a single final budget
x Ability to project budgets up to 10 years in the future using user-defined inflation rates x Unlimited text per line or detail can be entered for justification and printed on reports x Budget process has five levels so original department “wish list” amounts can be compared to final approved numbers
x Biannual budgets can be implemented
Figure 2. Central Budget Entry
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.1.3 Enterprise ERP Capital Assets
Capital Assets manages record-keeping of all capital assets such as land, buildings, machinery and equipment, construction in progress, and infrastructure. Asset information can automatically flow from purchasing.
Simplify record maintenance and reporting by tying an unlimited number of individual assets to master assets, and track items transferred, missing, not in use, or due for maintenance or replacement. Enterprise ERP Capital Assets also calculates depreciation by selective methods such as straight line, composite rate, 6- month convention and reports on the depreciation schedule. For a complete 360-degree process, Enterprise ERP Capital Assets provides a complete set of financial statements that fully reflects your organization’s investments. Integration with other Enterprise ERP programs provides additional benefits:
x Direct posting of Capital Assets to the general ledger facilitates data export to the ACFR Statement Builder to create GASB reports
x With Payroll integration, Enterprise ERP Capital Assets not only records true capitalized assets but also property signed out to individual employees
x With Purchasing, data flows seamlessly from Purchase Orders into Capital Assets x Direct integration to and from the Asset Maintenance system allows you to see maintenance history on a fixed asset
x Records true capitalized assets and who has what fixed asset via integration with Enterprise ERP Payroll
2.1.4 Enterprise ERP Cash Management
Cash Management automates all treasurer office functions from bank reconciliation to interest allocation and cash flow utilization. Other benefits include:
x Automate the processing of AP and payroll checks as they clear; utilizing files from the bank, which simplifies reconciliation of cash accounts with corresponding bank accounts x Allocate interest to cash accounts based on average daily balance by month or quarter x Provide easy access to cash flow and project cash flow fluctuations x Projected cash flow records can be used for actual vs. budget analysis x Forecast feature to anticipate cash flow for any date range x Standard reports include Cash Fund Position, Daily Treasurer’s Total, Cash Flow (Summary and Detail), Investment, and Debt Service
2.1.5 ACFR Statement Builder
The ACFR Statement Builder simplifies development of the financial statements presented in the Annual Comprehensive Financial Report (ACFR). This easy-to-use tool allows you to upload your financial data, prepare adjusting entries, equity classifications, and generate statements and schedules. The Governmental Accounting Standards Board (GASB) defines the reporting model which is embedded in the ACFR statement builder. When GASB requirements change, the ACFR statement builder is updated, so you can rest assured that your statements will comply. The ACFR Statement Builder increases efficiency, minimizes errors, and simplifies reporting. Features include:
x Intuitive user-interface to get you quickly into building your statements x Customized account coding, templates and reconciliation notes carry forward year after year x Statement drill downs provide a complete audit trail
x Microsoft Excel reporting engine increases flexibility
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City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Optional cloud-based data hosting service available to reduce hardware investments and IT maintenance burden
2.2 Enterprise ERP Procurement
Procurement provides you with an enhanced, fully integrated electronic purchasing system for managing the processes associated with requesting, reviewing, contracting, and purchasing from vendors. From requisition to purchase, Enterprise ERP streamlines the entire procurement lifecycle.
Procurement increases efficiencies by streamlining the purchasing process, resulting in shorter processing times. The easy flow of information and the ability to customize processes ensure that all your purchasing requirements and needs are met, while improving the purchasing power of your organization.
Enterprise ERP provides the tools to comply with regulatory requirements or highly structured procurement processes efficiently and effectively, while integrating fully with your budget and general ledger. Purchasing employees have access to detailed supply chain information in a seamless, real-time, and intuitive manner.
Proven strategic sourcing techniques such as spend analysis, competitive sourcing and contract negotiation mean your organization gets the right value for its purchases and can provide full accountability for its purchasing decisions.
Easily communicate with vendors using Vendor Access, which integrates with vendor websites providing you the ability to shop online without leaving Enterprise ERP. Plus, Enterprise ERP Vendor Access your vendors by providing a place to view bids, submit required forms, review invoices and check information. Enterprise ERP delivers the right tools, functionality, and access to data to help you make the best purchasing decisions for your organization.
Benefits of Enterprise ERP Procurement
State & Local
Government & Schools
Reduces financial costs—
paper, administrative,
warehouse, supply &
third-party
Allows organizations to
utilize budgets more
effectively
Ensures accountability,
auditability, & compliance
with local, state & federal
requirements
Increases the public’s
confidence in state and
local government
Procurement
Administrators
Increases organizationwide visibility into
procurement
expenditures, minimizing
risk
Provides real-time insight
into business processes for
strategic decision-making
Simplifies the
management of &
eliminates redundant
supplier relationships
Improves communication
with employees & vendors
Procurement
Employees
Eliminates unnecessary
paperwork & reduces
data entry time &
errors
Decreases “req to
check” process time &
Procurement
Administrative Lead
Time (PALT), reducing
time & costs
Improves customer
service by ensuring the
right product is
procured at the right
time at the best value
Employees -
Requestors
Provides easy access to
products or services
when needed
Improves understanding
and ability to conform to
internal business rules,
policies & contracts
Increases access to
answers regarding
product availability &
reimbursement
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.2.1 Enterprise ERP Purchasing
Purchasing includes requisitions and purchase orders to automate and decentralize the procurement processes across your organization. Departments can enter their own requests, and site-specific business rules route the request for approval. Real-time general ledger budget checks ensure availability of funds.
Enterprise ERP Procurement enables a direct conversion of an approved requisition to a purchase order.
Using Content Manager, the purchase order can be automatically imaged and archived, allowing for optional e-mail delivery. Additionally, the PO image can be accessed by the vendor at any time through the eProcurement module. The purchasing process ensures employee compliance with business rules and eliminates purchasing fraud and abuse. Other benefits include:
x Customizable requisition screens provide only essential information, enabling other non-finance staff to enter requisitions with ease
x Requisitions can be created directly from a vendor’s online shopping cart using the e-Procurement solution
x Workflow rules based on dollar amount, commodity code and/or chart of account segments route requisitions for approval and then to a buyer to be sourced x Preset procurement rules are referenced to determine whether phone quotes or formal bids required — the latter can be auto-created from the requisition x Supports blanket purchase orders
x Approved requisitions can be converted to a purchase order or contract x Auto printing or email distribution of PO with Forms
x An image of the purchase order is auto archived to Content Manager x Changes can be submitted via a PO change order, and then routed through workflow for approvals x Updates to general ledger are automatic
x Interface with Vendor Access, P-Cards and Content Manager offers significant savings by streamlining approval process, reducing paperwork, storage, and costs x Purchasing is integrated with Enterprise ERP Inventory, EAM, Payroll, Capital Assets, Accounting, Vendor Access, Contract Management, and Budgeting
2.2.2 Enterprise ERP Accounts Payable
Accounts Payable manages and maintains all aspects of vendor invoices, payments, delivery performance, and history. It provides a comprehensive view of all activity related to a vendor through Enterprise ERP Vendor Central. Additionally, Tyler’s Vendor Access portal provide online accessibility to select vendor information including vendor check images, invoices, and bid information.
Accounts Payable also incorporates a web-based card management program that imports transaction details incurred on purchasing cards (P-Cards). It can split individual transactions to multiple accounting codes and create accounts payable invoices. Purchase card administrators can monitor card transactions in real time and create and analyze custom reports to improve spend tracking and anticipate problems with a transaction before they occur. Other benefits include:
x Flexibility to liquidate purchase orders in full or in part, and view detailed information online x Decentralized workflow saves central AP employee time by allowing individual departments to enter invoices
x Automated 3-way PO matching function expedites processing in distributed arrangements x Flexible scheduling of invoices for payment helps maximizes cash flow
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Customizable invoice imports
x P-Card reconciliation processing such as coding and attachment of receipts, tracks against actual vendor for complete year-end transactional reporting
x Integrated workflow allows users to route and approve invoices online without logging into Enterprise ERP
x Configurable checking printing
x Provides positive pay processing security
x Utilize Content Manager to upload, organize and easily retrieve document images for improved efficiency
x Assets to the General Ledger facilitates data export to ACFR to create GASB reports
2.2.3 Enterprise ERP Bid Management
Bid Management provides structure and framework to effectively manage the bid process and to analyze and compare vendor responses to bids. Create an unlimited number of bids for items routinely purchased and route to specific departments or individuals for review. Track an unlimited number of vendor responses and enforce response deadlines. Vendors can mail their bids to the requested site or submit their bid information electronically using Vendor Access which facilitates sealed bid processing. From the responses, Enterprise ERP determines the best vendor based on each site’s unique criteria. Once a bid is awarded it is converted to a purchase order or can be turned into a vendor contract. Bid Management also allows you to:
x Track an unlimited number of addenda to bids
x Fully supports NIGP and custom commodity code formats x Decentralize requests, allowing departments to enter requested quantities x Supports addenda tracking and vendor notifications
x Post questions to vendors and score the responses to assess a weighted vendor ranking x Easily generate reports by departments, vendor response and ranking, budget versus award amounts, and more
Figure 3. Bid Central provides a 360-degree view of all your organization’s bids
2.2.4 Enterprise ERP Contract Management
Contract Management supports the entire lifecycle of a contract from inception to expiration. Create and approve contracts, including multi-year contracts, for purchases—and encumber the appropriate funds in advance. Allocate contracts by account or account segment and define milestones and key dates that trigger optional Hub alerts to notify appropriate staff. Track and withhold contract sliding scale retainage based off percentage complete. Also provides ability to track other activity such as pending payments, open purchase
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
orders and requisitions and contract change orders. Contract Management is fully integrated with Accounting, Purchasing, and Accounts Payable. Other benefits include:
x Defining contractors by size, performance, minority or women ownership, or other criteria x Monitor contract contingency funds separate from available monies x Documenting vendor performance including past due deliveries, fill percentage and returns x Maintain insurance information and policies
x Sliding scale retainage tracking
x Tracking multiple subcontractors for a given contract, including direct payments to subcontractors if required
x Add contract progress payments
x Routing contract change orders for approval through Workflow x Maintaining history of contact changes with complete audit trail x Interface with optional Content Manager for document management and attachments
2.2.5 Enterprise ERP Vendor Access
Vendor Access provides a secure location for vendors to search for, or submit a bid, check a current or past PO status; access an invoice, check, or bid details; or create and update their vendor profile. Enterprise ERP Vendor Access provides vendors access to the key information and business records they need. Information is reflected in real-time because it is extracted directly from the Enterprise ERP database.
Additionally, Vendor Access provides Punch-Out capabilities to vendor hosted websites. It allows users to initiate a requisition in Enterprise ERP, then Punch-Out to vendor-hosted websites for online shopping. Once shopping is complete the virtual shopping cart of items is instantly transferred to Enterprise ERP and automatically populates an Enterprise ERP requisition which then flows through the existing Workflow process. Enterprise ERP Vendor Access can reduce off-contract spending, gain advantageous pricing, and condense requisition to PO cycles while electronically managing the entire lifecycle of a purchase. Eprocurement also includes e-invoicing which enables automated submission of invoices as a result of punchout purchase reducing data entry errors and improving invoice to payment timelines.
For vendors that cannot support Punch-Out catalogs, you use hosted catalogs in Enterprise ERP. In this way, you can view, import, and purchase a vendor’s items via the Enterprise ERP Items program.
The Vendor Access process translates to both soft and hard-cost savings for your organization:
x Web-based process — save staff time to prepare and distribute bid information x Meets green initiatives — save paper and shipping materials x Vendor response — reduce staff time responding to questions and requests for information x Vendor 24/7 access — view and submit bid information online x Vendor Punch-Out catalogues — establish an unlimited number
2.2.6 Enterprise ERP Inventory
Inventory tracks inventory such as office supplies and public works equipment across an organization and in multiple locations, eliminating unnecessary purchases and wasteful spending. When used with Enterprise ERP Purchasing one can choose the item cost method, select by average (over all lots received), or FIFO (first in, first out) or buy items in bulk and issue them to departmental users as needed. Enterprise ERP Inventory automates all inventory accounting including on-hand balances, month-to-date (MTD) and year-to-date (YTD) values. Other benefits include:
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Auto notifications indicate when inventory levels are low in multiple locations, and prompts reordering
x Schedules pick tickets and routes to maximize delivery efficiency x Integrates with hand-held devices (BMI or Quatred) to conveniently scan products and track inventory movement in real-time (Hand-held devices, purchased separately) x Integrates with Work Orders, Purchasing and Human Resources (to track asset assignment by employee)
x Users can request inventory items through decentralized requisition process x Freeze inventory to manage cycle counting
x ABC Inventory control-focus on managing physical counts for the highest value, high volume items Figure 4. Inventory Central
2.3 Enterprise ERP Human Resources Management
By integrating all the tools and processes associated with people and performance in a strategic and organized manner, Enterprise ERP Human Resources Management provides a complete view of your organization. When you employ a “hire to retire” strategy that integrates all the information, tools and processes associated with people and performance, you align your employees’ goals with the goals of your organization to meet specific, measurable, and realistic objectives.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Benefits of Enterprise ERP Human Resources Management
Local Government &
Schools
Reduce costs & do
more with existing
resources
Achieve
organizational goals
& objectives
Enhance workforce
performance &
increase agency
adaptability
Human Resources
Strategic rather than
administrative role
Mange workforce
from a single source
Lower HR costs &
deliver better
services
Address workforce
demands
Managers
Better-informed
decision making
Actively plan for
business change
Find & retain the
right talent
Reduce paperwork
& overhead costs
Employees
Online enrollment in
benefits & instant
access to pay and
paid time off history
Greater control over
personal
information and
career paths
Instant answers to
HR questions
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.3.1 Enterprise ERP Recruiting
Recruiting streamlines the entire application review and hiring process. Users can create custom job application forms to post online with unlimited customized conditions for each position. Candidates and recruiters can easily manage attachments such as resumes, references, certifications, writing samples and which are immediately and securely accessible by the HR department. Reports can be generated for the top scoring candidates to compare skills and qualifications. Interview results, certifications, skills, training, education, and work history references can all be tracked to identify the best candidate. Our Hiring Central and Applicant Central programs make management and analysis of applicants easy from a single screen. Once a candidate is chosen to be hired onboarding tasks can be managed and applicant data automatically populates the Human Resources Management and Payroll module, so no rekeying of information is required.
Simply use the Employee Add Wizard and draw from all the data stored in Recruiting. Other benefits include:
x Applicants are able to self-schedule interviews, pre-employment tests, pre-employment orientation, and training through ESS
x Easily score applicants using an intuitive interface and tie scoring results to automatic applicant status changes
x Ability to post job openings on website, sort by job type or location, and limit access to internal applicants only, if so desired.
x Allows candidates to create one online profile for streamlining the application process for multiple positions
x Workflow helps manage all requests for new job openings as they travel through the approval process
x Employee Tasks program allows for customized employee onboarding tasks to be established and managed
2.3.2 Enterprise ERP Human Resources Management
Human Resources Management centralizes all employment data for an organization -- from an organized hierarchy of jobs with position controls, pay and benefits scales to a confidential repository for employee information such as education, wages, promotions, benefit elections and performance evaluations. It provides all the tools needed by an HR department. Enterprise ERP Human Resources and Talent Management solutions integrate enterprise employee data, from hire to retire. This means your compensation, retention, training, and development plans work together to promote your goals.
Enterprise ERP HR helps streamline workflow and processes. Confidential employee information is centralized and accessible only to those with designated access. Enterprise ERP Workflow allows you to set up business rules for personnel actions including inquiries, leave, termination, civil service, attendance, reinstatement, and so forth. Full integration with Enterprise ERP Recruiting, Payroll and Budget eliminates duplicate data entry. Integration with ESS provides employees enterprise wide the ability to easily access info, initiate requests, collect benefit information and more.
Our Talent Management solutions provide staff and management with tools that enhance succession planning and career development processes. Supervisors can better track staff certifications and skills and evaluate employee performance to align employee goals with strategic organization goals. They can analyze their talent to decide who best to target for leadership positions. Employees can utilize career planning tools to help structure their career track and robust training program can be development to enrich and strengthen personnel.
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Other advantages include:
x Advanced position and budget control:
Forecast future salary and benefit costs, including step and contract increases, and simulate changes to positions during a specified time period
Identify valid and authorized positions, both filled and vacant Restrict the addition of new employees to a valid and authorized position Provide a history of employees who have held a certain position, for turnover and analysis Identify and allow updates to budget and FTE allocations Provide current year budget/actual/projected figures, by position Automatically create job postings in Applicant Tracking module from position control information x Integration with Employee Access allows employees to use their password protected account to access updated sick and vacation accruals
x Track an employee’s full employment history including certifications, training, promotions and raises x Integrates Content Manager for document management of all HR related documents (i.e. resume, grievance letters, certifications)
x Supports a paperless online benefits enrollment process using Employee Self Service x Supports a paperless onboarding process using the On-Boarding Codes program and Personnel Actions. You can create different On-Boarding Code Steps, Subject Text, and Body Header. Emails can be sent to employees, to a group of new employees or they can be sent based on the OnBoarding Code chosen when hiring a new employee in the Personnel Actions program.
Figure 5. Employee Central
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.3.3 Enterprise ERP Payroll
Payroll allows you to implement paperless payroll processes, streamline timesheet entry and ensure all local, state, and federal requirements are met. With Content Manager integration, Enterprise ERP Payroll provides an image-based history of all payroll documentation, allowing staff and employees to access old paystubs, W2 forms, benefit elections and more. Standard payroll functions include, but are not limited to, reconciliation of employee insurance reports to monthly premium statements; manual or automatic check reconciliation; support of electronic timesheet entry; and verification and tracking of employee performance data, earning, and withholding information, training and more. Enterprise ERP Payroll also integrates fully with Enterprise ERP Employee Self-Service, providing W-2, tax, benefit, and accrual information to employees when they sign into your Employee Self-Service website. Changes made by the employee, such as accrual requests and benefit selections, are transmitted directly to the payroll system for approval and will then reflect in employee pay. Other benefits include:
x Generates retro pay for scenarios such as extended contract negotiations or delayed promotion or salary increase decisions
x Enables direct deposits and positive pay validation
x Supports mass pay changes, “pay bands”, step increases, and retro-pay calculations x Supports a wide range of calculation and accrual types x Supports daily time and attendance entry, including entry from Employee Access, once approved the information is automatically moved into Payroll without re-keying information x Integrates with Enterprise ERP Accounting for increased efficiency and time savings x Integrates with Enterprise ERP Budgeting for salary and benefits projections x Integrates with General Billing for extra duty pay and COBRA/insurance billing x Integrates with Enterprise ERP Accounts Payable for vendor payments x Integrates with any third-party time-tracking systems for streamlined payroll processing x Integrates with Employee Expense reimbursement
x Integrates with GoDocs, Forms and Content Manager for seamless document management, output options (i.e., emailing direct deposit advices) and data storage Figure 6. HR Command Center
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Figure 7. Employee Self-Service allows employees to view paystubs and W2 information online.
2.3.4 Enterprise ERP Employee Expense Reimbursement
Employee Expense Reimbursement is an easy-to-use application that fully integrates with Enterprise ERP Accounting, Payroll and Accounts Payable for complete electronic expense report filing—thereby increasing office efficiency, saving employees’ time, and reducing paper trails. Once expense types are defined, Employee Expense Reimbursement offers many time-saving system defaults such as: quick expense report creation, system-generated travel requests, invoice reimbursement numbers and general ledger account codes. For ease of use, your office can create an unlimited number of expense claim form templates; determine whether employees submit reports before or after expenses are incurred; and decide whether to reimburse through payroll or by cutting an AP check. When submitting expense reports, employees simply log into the application—anytime and from anywhere over the Internet—and enter his or her employee number.
The system automatically populates the expense report fields with data pulled from Enterprise ERP Payroll, and the employee simply fills out the remaining required fields and submits. The claim is automatically entered into the workflow process, where it can be preset to direct expense reports to different approvers based on user-defined account codes, amount, and department codes. Other benefits include:
x Minimizes time-consuming documentation process
x Eliminates messy paper receipt storage
x Reduces service issues by letting employees file reports and check on pending or past requests using Employee Access
x Allows management to quickly review expenses by type, employee, time frame or other category using a range of reporting options
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Integration with GSA per diem rates
2.4 Time & Attendance
Tyler Time & Attendance provides small and large organizations with incredible cost savings and increased efficiency. In most local government entities, payroll processing, time tracking and benefits accrual tracking places an unnecessary strain on staff efficiency and limited budgets. Time & Attendance fixes those issues and keeps them fixed while providing the highest ROI on the market. How do we do that? x Effortlessly handle complex time tracking rules and pay codes x Seamless, automated integration and synchronization with your IT environment and payroll software x Powerful and user-friendly web-based interface for supervisors and staff x Solid integration with numerous time collecting interfaces (web browsers, time clocks, phone text messaging, IVR, proximity readers, biometrics, and more) x Dedicated technical and training support
Simplify Complex Time, Attendance, and Benefit Tracking By incorporating complex time tracking procedures that usually exist within public safety, public works, and education, Time & Attendance makes it easy for managers and staff of every department to enter and track time types, manage time-off requests and apply job costing all while handling multiple pay periods and FLSA guidelines.
Reduce Costly Errors
Time & Attendance drastically reduces errors and oversights by eliminating several of the manual tasks associated with collecting time and entering data into the payroll system.
Electronic capture of employee time offers a more accurate account of actual time worked and automates the process of collecting, calculating, and entering employee hours each pay period. You generate precise timesheets for both hourly and salaried personnel and have access to historical data through audit trails and reports to ensure secure and effective management.
Time Efficiency and Cost Effectiveness
Time & Attendance automates the most labor-intensive tasks associated with timekeeping and gives that time back to your staff. Payroll clerks that spend days sorting through timecards will now complete the same duties in a fraction of the time. Many public-sector organizations have already discovered that Time & Attendance offers the most rapid ROI along with the most critical product features.
Supported Solutions
Time & Attendance offers budget friendly systems that fit seamlessly into your current infrastructure and will grow with you for years to come. Our project management team will guide you through an implementation plan catered toward your personnel environment, conduct training and support your internal rollout. And you will have added assurance knowing an experienced and responsive technical team is only a phone call or email away.
x Automated Attendance Calculation
x Improves accuracy
x Improves timeliness of information
x Configurable overtime policies
x Configurable clock-in/out policies
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Manual time-editing ability
x Accounts for shift differentials and 24x7 operations
x Complete audit log and reporting on changes, additions and edits to employee time Key Features
x Electronic clock in/out
x Time tracking and exception reporting
x Work order, project and job number tracking
x Employee benefit time request and management
x Time-off scheduling calendar
x Electronic timesheet approvals
x Absolute lowest cost of ownership and free software for upgrades x Integration with payroll software on any platform
Flexible Reporting Features
x By day, week, month or year
x Real-time employee status
x Daily attendance inquiry
x Multiple file export options
Intuitive Interface
x Web-based interface
x “Who Is Here” inquiry screen
x Benefit hours inquiry and management
x Integrates with Interactive Voice Response (IVR) technology x Supports a range of collection devices: electronic time clocks, biometric, web browser, text messaging and more
x Full integration with your payroll application
And More...
x Multiple pay-period support
x Graphical calendar for time-off scheduling
x User-specific security levels
x Time-zone sensitive time and date stamp records all transactions for auditing purposes x Eliminates antiquated time clock hardware and hand-written time sheets The Time & Attendance Difference
x Integration with any payroll/HR app on any platform
x Unlimited supervisors
x Unlimited workstations and PCs
x Unlimited technical support
x Configurable notifications and alerts
x Absolute lowest cost of ownership
x Browser, tablet and smart phone supported
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Advanced Scheduling
Time & Attendance Advanced Scheduling automates, simplifies, and streamlines your staff scheduling process while minimizing labor costs and overtime expenses. The Advanced Scheduling solution makes sure you have the right people working the right job at the right time through a fully integrated, easy-to-use solution that easily scales to suit the needs of small, medium and large organizations.
Reduce Labor Costs
Labor costs are a big part of your organization’s budget. And those costs escalate through human error, manual processes and requests, and scheduling conflicts. Time & Attendance scheduling allows you to cut labor costs while drastically reducing human error and manual processes. Even better, Time & Attendance can be configured to easily handle the complex scheduling in public safety, public works and parks and recreation. With Time & Attendance, you’ll effectively manage complex costs while incorporating union agreements, overtime, and premium pay into your workforce management strategy.
Increase Workforce Productivity
You’re being told to do more with fewer resources. In these challenging economic times, decreasing budgets and increasing expectations go hand-in-hand. Time & Attendance Advanced Scheduling allows your staff and supervisors to securely access customized and insightful data to eliminate unnecessary confusion and scheduling errors while enhancing employee accountability. Self-service tools allow your staff to request schedule changes and shift swaps, leave requests, bid for days off and vacation requests, and more. It’s centralized, 24x7x365, real-time scheduling and management across departments, teams, and locations.
Seamless Integrations
The Time & Attendance Advanced Scheduling solution integrates seamlessly with third-party applications (HR, payroll, CAD and more) and eliminates manually running scripts, passing files back and forth, and the wasteful production of paperwork. Of course, you can also integrate the scheduling solution with the Time & Attendance Time & Attendance solution to create a powerful, automated and fully integrated workforce management solution.
Easy to Use and Implement
If you can use a web browser, then you can learn to use Time & Attendance Advanced Scheduling in a snap.
This solution is entirely web-based and requires no software to install or maintain on workstations. The user interface is extremely intuitive and user-friendly to make adoption easy even for users with little or no experience with computers.
Key Features
x Unlimited schedules/shifts
x View and print daily roster reports
x Schedule grid and calendar view
x Post open positions for sign-up or bidding
x Time exchange feature for shift swaps and shift trades x Automated time-off request and approval process
x Overtime eligibility management
x Track certifications and work limits
x Cloud-based and on-premises options
x Holiday and events calendar
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Reporting and auditing
x Employee self-service
2.5 Enterprise ERP Citizen Services & Revenue
From community development and clerks’ offices to utilities and tax billing and collections departments, Tyler's Citizen Services and Revenue solutions help you deliver all the critical citizen services that the public wants. This dynamic suite of applications helps to streamline a broad range of revenue and development services, such as issuing permits and licenses, tax collection, general billing, parking tickets, and animal licenses. Tyler’s outward facing applications empower citizens to help themselves – to report potholes, to request municipal email and text alerts, process payments online and much more.
Benefits of Enterprise ERP Citizen Services & Revenue
Local Governments
Enables a paperless organization
Streamlines processes
Accelerates revenue collection
Increases citizen payment
compliance and revenue collection
amount
Employees
Reduces time spent on repetitive
inquiries or requests
Increases insight into data for
better decision making
Enhances the ability to process
payments from multiple channels
Improves productivity, efficiency,
and responsiveness to citizens
Citizens
Improves understanding of state
and local government mission and
goals
Provides transparency into how
government uses generated
revenue
Increases citizen satisfaction of
state and local government services
2.5.1 Enterprise ERP Accounts Receivable
Accounts Receivable provides two major functions: collection of miscellaneous cash, and collection and management of billed receivables. Processing over the counter or mailed payments for non-billed items such as licenses, permits, and registrations is easy using Enterprise ERP AR, with customizable receipt printing if necessary. You can set charge codes to facilitate data entry and provide detailed or summary analysis (daily, weekly, monthly) by type, and pre-set General Ledger revenue accounts to these codes so data entry personnel do not need to enter account numbers—creating efficiencies and saving your organization critical time and resources. Notable highlights include:
x Single Customer Identification Number (CID) provides a complete view of all outstanding balances across revenues and departments, simplifying the collections process x Cross department utilization improves efficiency and reduces training burden x Supports validation, check endorsement, OCR scanning and receipt printing x Utilize workflow approval processes to better regulate payment, reversal, and refund processes x Supports various hardware devices; see Tyler’s recommended hardware listing
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.5.2 Enterprise ERP General Billing
General Billing creates invoices and bills for miscellaneous charges, such as facility rentals, hangar fees, tuition, vandalism, and false alarm billing. It eliminates handwritten bills and manual calculations, totals invoice lines and provides accurate payment information. General Billing works with Cashiering, Work Orders, General Ledger, Payroll, and Permit & Code Enforcement modules, and provides accurate and up-to-theminute accountability.
Other benefits include:
x Offers user-defined configurable billing options
x Supports automatic interdepartmental billing
x Manages escalating fees associated with multiple incidents x Allows scheduled invoicing of recurring charges or services x Provides loan tracking and amortization for HUD housing x Integrates with Grant Management for reimbursement requests x Integrates with Payroll for extra duty pay and COBRA billing x Integrates with Work Orders for billing repairs and other services
2.5.3 Enterprise ERP Citizen Self-Service
Citizen Self-Service provides secure online access to account information anytime and from anywhere.
Citizens can inquire and pay outstanding balances for Enterprise ERP generated bills, including animal licenses, business licenses, general/miscellaneous bills, permits and code fees, taxes and utility bills. Resident Access also allows the users to submit information, such as business license applications or renewals and requests for service. Accuracy is assured because information is accessed from the Enterprise ERP database in real-time. When used in conjunction with Tyler Content Manager, citizens are able to view actual images of past invoices and statements. Other benefits include:
x A secure log in for access to real-time account information for a full range of bills and services x Ability to pay invoices online as individual bills or combined using the shopping cart feature x Opportunity to request services such as filling potholes, and Utility Billing Service Requests x Efficient 24/7 self-service without leaving home or the office x Reduction of customer service workload
Figure 8. Citizen Self-Service provides 24/7 citizen access to all account information
22.H.
City of Hemet, CA Requirements
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
2.5.4 Cashiering
Cashiering streamlines cash management by creating a single point of entry for data from multiple applications. Cashiering features a versatile, easy-to-navigate interface developed in the Microsoft® .NET platform. This scalable application has a familiar Microsoft Windows look and feel and was designed with user experience in mind. Cashiering allows for a wide range of customization based on payment type—and it integrates with local resources such as OCR and handheld bar code scanners, printers, validators and MICR devices, making it an essential addition to any agency’s collection process. Other benefits include:
x On-screen running batch and transaction totals displays x Unlimited, user-defined tender types.
x Various user permission and controls over POS actions – such as voids, cash drawer opening, and more.
x Robust reporting on batch totals, user activity, and overall collection totals/trends x Compliant with PCI/PA-DSS security standards
x Full Check-21 compliance which allows for creation of an electronic cash letter containing images of checks to be submitted to a bank in lieu of a traditional deposit with paper checks x Standard interface to other Tyler products and may be configured to connect to third party modules as well
x Support for EMV chip credit card processing
22.H.
City of Hemet, CA Pricing
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 3 Pricing
Complete Pricing Summary from Exhibit A of this RFP. Indicate costs for software and implementation services. Pricing should be comprehensive including all taxes and available discounts. Pricing must be valid for 180 days from the response date. Include the following:
a. Software: Cost of software for the user counts defined in this RFP. Include one sheet for each deployment option if applicable (SaaS or on-premises).
b. Implementation Services: Include all costs required for go live including but not limited to software deployment, data conversion, system configuration, report development, testing, and training. c. License/Maintenance: Include cost of ongoing maintenance for Years 1-10.
Note: Additional pricing information can be supplied if it clarifies or provides relevant detail to your proposal.
3.1 Exhibit A
Please reference Exhibit A on the following pages.
22.H.
Exhibit A – Pricing
Use this Pricing template as Section 3 of your response. Supporting documents may be included in your proposal. If you provide on-premises and SaaS deployment options submit a Pricing document for each.
City of Hemet, California
User Count - Financials = 110 Named, 30 Concurrent
W2 Count - Human Capital Management = 352
Software – Year 1 $ Assumptions
Financials: No license fees. Annual SaaS fees.
Accounting/GL 34178
Accounts Payable 9466
Assets Mobile 3785 Mobile scanning interface for Capital Assets Budgeting 9466
Capital Assets 10239
Cash Management 8128 Automated Bank reconciliation
Contract Management 4890
Vendor Access / eProcurement 9700 Vendor Portal
Project and Grant Accounting 8255
Purchasing 14684
Human Capital Management: No license fees. Annual SaaS fees.
Human Resource and Talent Mgmt 5414
Payroll w/Employee Access Portal 7886
Time and Attendance 19668
Employee Expense Reimbursement 4762
Revenue Management No license fees. Annual SaaS fees.
Accounts Receivable 7257
Business Licenses 7415 BL also proposed in separate permitting bid.
Cashiering 16210
General Billing 4454
Utility Billing CIS 5661
UB Meter Interface 1834
Resident Access 13000 Online payment portal for UB payments Other No license fees. Annual SaaS fees.
Content Manager Core 13712 Tyler Content Manager
Enterprise Analytics and Reporting 21486 Reporting Engine Enterprise Forms Processing 9875 Forms Kits / templates ACFR Statement Builder 7140
Bar Code Printer Scanner Annual fees 315
Sub-Total - Software 258,565 Year 1 SaaS fees. Replace Eden annual fees.
Implementation Services Assumptions
Implementation 472,300
Data Conversion 46,550
Training Training is included in implementation fees.
ReportDevelopment No proposed. Needs to be scoped if required.
Integration Standard integration services proposed
Travel 28770 Estimate of 17-20 trips
Other 5503 Third party hardware / Cashiering
Sub-Total - Implementation 553,123
Maintenance/License - Software Years 2-10 Assumptions
Year 2 258,565 0%
Year 3 258,565 0%
Year 4 266,321 3% increase
Year 5 274,311 3% increase Page 176 of 829
22.H.
Year 6 282,540 3% increase
Year 7 291,071 3% increase
Year 8 299,747 3% increase
Year 9 308,740 3% increase
Year 10 318,002 3% increase
Sub-Total - Maintenance/License 2,513,821 Year 2 through 10 SaaS Fees Total 3,369,499 Total 10 Year Cost of Ownership
22.H.
City of Hemet, CA Pricing
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
3.2 Investment Summary
Please reference the Investment Summary on the following page.
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 1
Quoted By: Jason Cloutier
Quote Expiration: 07/31/23
Quote Name: City of Hemet-ERP-Enterprise ERP
Quote Description: Enterprise ERP SaaS (Updated
3.6.23)
Saas Term 3.00
Sales Quotation For:
City of Hemet
450 E Latham Ave
Hemet CA 92543-4224
Phone: +1 (951) 765-2300
Tyler SaaS and Related Services
Description Qty Imp. Hours Annual Fee
Financial Management
Accounting 1 188 $ 42,722.00
Accounts Payable 1 40 $ 11,832.00
Assets Mobile 1 16 $ 4,731.00
Budgeting 1 56 $ 11,832.00
Capital Assets 1 48 $ 10,239.00
Cash Management 1 40 $ 8,128.00
Contract Management 1 32 $ 4,890.00
eProcurement (Vendor Access and Punch-Out) 1 32 $ 9,700.00 Project & Grant Accounting 1 48 $ 8,255.00
Purchasing 1 120 $ 18,355.00
Human Resources Management
Employee Expense Reimbursement 1 48 $ 4,762.00
Human Resources & Talent Management 1 136 $ 6,768.00
Payroll with Employee Access 1 176 $ 9,857.00
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 2
Time & Attendance w Mobile Access - Up to 500 Employees 1 160 $ 19,668.00 Revenue Management
Accounts Receivable 1 92 $ 9,071.00
Business Licenses 1 156 $ 9,269.00
Cashiering 1 48 $ 16,210.00
General Billing 1 40 $ 5,567.00
Utility Billing CIS 1 216 $ 7,076.00
Utility Billing Meter Interface 1 24 $ 2,292.00
Civic Services
Resident Access 1 56 $ 13,000.00
Content Management
Content Manager Core includes Onboarding 1 48 $ 17,140.00 Data Insights
Enterprise Analytics and Reporting w Executive Insights 1 92 $ 26,857.00 Additional
Enterprise Forms Processing Software (including Common Form Set) 1 0 $ 9,875.00 Subscription Fees
ACFR Statement Builder 1 32 $ 8,925.00
Sub-Total: $ 297,021.00
Less Discount: $ 38,456.00
TOTAL 1944 $ 258,565.00
Professional Services
Description Quantity Unit Price Ext Discount Extended Price Maintenance Executive Insights Implementation 1 $ 8,400.00 $ 0.00 $ 8,400.00 $ 0.00 Project Management 312 $ 200.00 $ 0.00 $ 62,400.00 $ 0.00 Conversions – See Detailed Breakdown Below $ 46,550.00 $ 0.00 Onsite Implementation 508 $ 225.00 $ 0.00 $ 114,300.00 $ 0.00 Remote Implementation 1436 $ 200.00 $ 0.00 $ 287,200.00 $ 0.00 TOTAL $ 518,850.00 $ 0.00
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 3
Transaction Fees
Description
Enterprise ERP Payments
3rd Party Hardware, Software and Services
Description Qty Unit Price
Unit
Discount Total Price
Unit
Maint/SaaS
Unit
Maint/SaaS
Discount
Total
Maint/SaaS
Barcode Printer Kit 1 $ 1,445.00 $ 0.00 $ 1,445.00 $ 145.00 $ 0.00 $ 145.00 Barcode Scanner - NX6 Rugged Mobile Scanning
Device 1 $ 1,695.00 $ 0.00 $ 1,695.00 $ 170.00 $ 0.00 $ 170.00 Cash Drawer 1 $ 260.00 $ 0.00 $ 260.00 $ 0.00 $ 0.00 $ 0.00 Hand Held Scanner - Model 1950GSR 1 $ 450.00 $ 0.00 $ 450.00 $ 0.00 $ 0.00 $ 0.00 Hand Held Scanner Stand 1 $ 30.00 $ 0.00 $ 30.00 $ 0.00 $ 0.00 $ 0.00 Printer (TM-S9000II) 1 $ 1,623.00 $ 0.00 $ 1,623.00 $ 0.00 $ 0.00 $ 0.00 TOTAL $ 5,503.00 $ 315.00
Summary One Time Fees Recurring Fees
Total Tyler License Fees $ 0.00 $ 0.00
Total SaaS $ 0.00 $ 258,565.00
Total Tyler Services $ 518,850.00 $ 0.00
Total Third-Party Hardware, Software, Services $ 5,503.00 $ 315.00 Summary Total $ 524,353.00 $ 258,880.00
Contract Total $ 1,300,363.00
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 4
Estimated Travel Expenses excl in Contract
Total $ 28,770.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held For six (6) months from the Quote date or the Effective Date of the Contract, whichever is later.
Customer Approval: Date:
Print Name: P.O.#:
All Primary values quoted in US Dollars
Detailed Breakdown of Conversions (Included in Summary Total) Description Qty Unit Price Unit Discount Extended Price Accounting
AC - Actuals up to 3 years 1 $ 1,500.00 $ 750.00 $ 750.00 AC - Budgets up to 3 years 1 $ 1,500.00 $ 750.00 $ 750.00 AC Standard COA 1 $ 2,000.00 $ 1,000.00 $ 1,000.00
Accounts Payable
AP - Checks up to 5 years 1 $ 3,500.00 $ 1,750.00 $ 1,750.00 AP - Invoice up to 5 years 1 $ 5,000.00 $ 2,500.00 $ 2,500.00 AP Standard Master 1 $ 1,800.00 $ 900.00 $ 900.00
Business License
Business Licenses Opt 1 - Bills 1 $ 5,000.00 $ 2,500.00 $ 2,500.00 Business Licenses Std Master 1 $ 5,500.00 $ 2,750.00 $ 2,750.00 Capital Assets
CA Std Master 1 $ 3,500.00 $ 1,750.00 $ 1,750.00
Contract Management
Contracts 1 $ 5,000.00 $ 2,500.00 $ 2,500.00
General Billing
GB - Bills up to 5 years 1 $ 4,500.00 $ 2,250.00 $ 2,250.00 GB - Recurring Invoices 1 $ 3,500.00 $ 1,750.00 $ 1,750.00 GB Std CID 1 $ 1,800.00 $ 900.00 $ 900.00
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 5
Payroll
HR Human Resources - Certifications 1 $ 1,400.00 $ 700.00 $ 700.00 HR Human Resources - Education 1 $ 1,400.00 $ 700.00 $ 700.00 HR Human Resources - PM Action History up to 5 years 1 $ 1,400.00 $ 700.00 $ 700.00 HR Human Resources - Position Control 1 $ 1,400.00 $ 700.00 $ 700.00 HR Human Resources - Recruiting 1 $ 1,400.00 $ 700.00 $ 700.00 PR Payroll - Accrual Balances 1 $ 1,500.00 $ 750.00 $ 750.00 PR Payroll - Accumulators up to 5 years 1 $ 1,400.00 $ 700.00 $ 700.00 PR Payroll - Check History up to 5 years 1 $ 1,200.00 $ 600.00 $ 600.00 PR Payroll - Deductions 1 $ 1,800.00 $ 900.00 $ 900.00
PR Payroll - Earning/Deduction Hist up to 5 years 1 $ 2,500.00 $ 1,250.00 $ 1,250.00 PR Payroll - Standard 1 $ 2,000.00 $ 1,000.00 $ 1,000.00 PR Payroll - State Retirement Tables 1 $ 1,400.00 $ 700.00 $ 700.00 Purchasing
Purchasing - Standard 1 $ 3,000.00 $ 1,500.00 $ 1,500.00 Utility Billing
Utility Billing - Backflow 1 $ 1,200.00 $ 600.00 $ 600.00 Utility Billing - Balance Forward AR 1 $ 5,600.00 $ 2,800.00 $ 2,800.00 Utility Billing - Budget Billing 1 $ 3,600.00 $ 1,800.00 $ 1,800.00 Utility Billing - Consumption History up to 5 years 1 $ 2,000.00 $ 1,000.00 $ 1,000.00 Utility Billing - Flat Inventory/Containers 1 $ 3,600.00 $ 1,800.00 $ 1,800.00 Utility Billing - Option 2 Assessments 1 $ 1,200.00 $ 600.00 $ 600.00 Utility Billing - Service Orders 1 $ 2,300.00 $ 1,150.00 $ 1,150.00 Utility Billing - Services 1 $ 3,600.00 $ 1,800.00 $ 1,800.00 Utility Billing - Standard 1 $ 4,100.00 $ 2,050.00 $ 2,050.00 TOTAL $ 46,550.00
Optional Tyler SaaS and Related Services
Description Qty Imp. Hours Annual Fee
Data Insights
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 6
Open Finance 1 0 $ 21,000.00
Additional
GIS 30 8 $ 8,880.00
Integrations
Utility Billing API Toolkit 1 24 $ 6,214.00
TOTAL: 32 $ 36,094.00
Optional Professional Services
Description Quantity Unit Price Ext. Discount Extended Price Maintenance Install Fee - Open Finance 1 $ 5,600.00 $ 0.00 $ 5,600.00 $ 0.00 Onsite Implementation 12 $ 225.00 $ 0.00 $ 2,700.00 $ 0.00 Remote Implementation 20 $ 200.00 $ 0.00 $ 4,000.00 $ 0.00 TOTAL $ 12,300.00 $ 0.00
Optional 3rd Party Hardware, Software and Services
Description Qty Unit Price
Unit
Discount
Total Price
Unit
Maint/SaaS
Unit
Maint/SaaS
Discount
Total
Maint/SaaS
Pattern Stream Automated Document System -
Implementation 48 $ 185.00 $ 0.00 $ 8,880.00 $ 0.00 $ 0.00 $ 0.00 Pattern Stream Automated Document System -
SaaS 1 $ 0.00 $ 0.00 $ 0.00 $ 18,810.00 $ 0.00 $ 18,810.00 TOTAL $ 8,880.00 $ 18,810.00
Tyler Annual Discount Detail (Excludes Optional Products)
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 7
Description Annual Fee
Annual Fee
Discount Annual Fee Net
Financial Management
Accounting $ 42,722.00 $ 8,544.00 $ 34,178.00
Accounts Payable $ 11,832.00 $ 2,366.00 $ 9,466.00
Assets Mobile $ 4,731.00 $ 946.00 $ 3,785.00
Budgeting $ 11,832.00 $ 2,366.00 $ 9,466.00
Capital Assets $ 10,239.00 $ 0.00 $ 10,239.00
Cash Management $ 8,128.00 $ 0.00 $ 8,128.00
Contract Management $ 4,890.00 $ 0.00 $ 4,890.00
eProcurement (Vendor Access and Punch-Out) $ 9,700.00 $ 0.00 $ 9,700.00 Project & Grant Accounting $ 8,255.00 $ 0.00 $ 8,255.00 Purchasing $ 18,355.00 $ 3,671.00 $ 14,684.00
Human Resources Management
Employee Expense Reimbursement $ 4,762.00 $ 0.00 $ 4,762.00 Human Resources & Talent Management $ 6,768.00 $ 1,354.00 $ 5,414.00 Payroll with Employee Access $ 9,857.00 $ 1,971.00 $ 7,886.00 Time & Attendance w Mobile Access - Up to 500 Employees $ 19,668.00 $ 0.00 $ 19,668.00 Revenue Management
Accounts Receivable $ 9,071.00 $ 1,814.00 $ 7,257.00
Business Licenses $ 9,269.00 $ 1,854.00 $ 7,415.00
Cashiering $ 16,210.00 $ 0.00 $ 16,210.00
General Billing $ 5,567.00 $ 1,113.00 $ 4,454.00
Utility Billing CIS $ 7,076.00 $ 1,415.00 $ 5,661.00
Utility Billing Meter Interface $ 2,292.00 $ 458.00 $ 1,834.00 Civic Services
Resident Access $ 13,000.00 $ 0.00 $ 13,000.00
Content Management
Content Manager Core includes Onboarding $ 17,140.00 $ 3,428.00 $ 13,712.00 Data Insights
Enterprise Analytics and Reporting w Executive Insights $ 26,857.00 $ 5,371.00 $ 21,486.00 Additional
Enterprise Forms Processing Software (including Common
Form Set) $ 9,875.00 $ 0.00 $ 9,875.00
Subscription Fees
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 8
ACFR Statement Builder $ 8,925.00 $ 1,785.00 $ 7,140.00 TOTAL $ 297,021.00 $ 38,456.00 $ 258,565.00
Comments
Tyler's quote contains estimates of the amount of services needed, based on our preliminary understanding of the scope, level of engagement, and timeline as defined in the Statement of Work (SOW) for your project. The actual amount of services required may vary, based on these factors.
Tyler's pricing is based on the scope of proposed products and services contracted from Tyler. Should portions of the scope of products or services be altered by the Client, Tyler reserves the right to adjust prices for the remaining scope accordingly.
Unless otherwise noted, prices submitted in the quote do not include travel expenses incurred in accordance with Tyler's then-current Business Travel Policy.
Tyler's prices do not include applicable local, city or federal sales, use excise, personal property or other similar taxes or duties, which you are responsible for determining and remitting. Installations are completed remotely but can be done onsite upon request at an additional cost.
In the event Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re-assign its personnel.
The Implementation Hours included in this quote assume a work split effort of 70% Client and 30% Tyler.
Implementation Hours are scheduled and delivered in four (4) or eight (8) hour increments.
Tyler provides onsite training for a maximum of 12 people per class. In the event that more than 12 users wish to participate in a training class or more than one occurrence of a class is needed, Tyler will either provide additional days at then-current rates for training or Tyler will utilize a Train-theTrainer approach whereby the client designated attendees of the initial training can thereafter train the remaining users.
As a new Tyler client, you are entitled to a 14-day or a 30-day trial of the Managed Detection and Response cybersecurity service. Please reference https://www.tylertech.com/services/tyler-detect for more information on the service and contact [email protected] to initiate the trial.
Tyler currently supports the following identity providers (IdP's) for use with Tyler back-office solutions: Microsoft Active Directory through Azure AD, ADFS or Okta AD agent, Google Cloud Identity, Okta, and Identity Automation Rapid Identity. Any requirement by you to use an IdP not supported by Tyler will require additional costs, available upon request.
22.H.
2023-384726-X7D5R4 CONFIDENTIAL Page 9
Content Manager Core includes up to 1TB of storage. Should additional storage be needed it may be purchased as needed at an annual fee of $5,000 per TB.
The SaaS fees for product that are not named users are based on 100 concurrent users. Should the number of concurrent users be exceeded, Tyler reserves the right to re-negotiate the SaaS fees based upon any resulting changes in the pricing categories.
Your rights, and the rights of any of your end users, to use Tyler’s Data & Insights SaaS Services, or certain Tyler solutions which include Tyler’s Data & Insights data platform, are subject to the Terms of Services, available at https://www.tylertech.com/terms/data-insights-saas-servicesterms-of-service. By signing this sales quotation, or accessing, installing, or using any of the Tyler solutions listed at the linked terms, you certify that you have reviewed, understand, and agree to said terms.
In the event Client acquires from Tyler any edition of Content Manager software other than Enterprise Edition, the license for Content Manager is restricted to use with Tyler applications only. If Client wishes to use Content Manager software with non-Tyler applications, Client must purchase or upgrade to Content Manager Enterprise Edition.
Each API Toolkit or Connector comes with 8 free hours of API Development Consulting hours. Each API Bundle comes with 16 free API Development Consulting hours. Additional hours can be purchased beyond this standard offering.
All hardware related to Assets Mobile and Inventory Mobile will be under a standard maintenance plan which starts when they are shipped. This includes replacement of your current hardware if it cannot be fixed through the standard helpdesk process.
Financial library includes: standard A/P check, standard EFT/ACH, standard Purchase order, standard Contract, 1099M, 1099INT, 1099S, 1099NEC and 1099G.
Business license library includes: standard business license and standard renewal application.
General Billing library includes: standard invoice, standard statement, standard general billing receipt and standard miscellaneous receipt.
Personnel Actions Forms Library includes: standard Personnel Action form - New and standard Personnel Action Form - Change.
Standard Project Management responsibilities include project plan creation, initial stakeholder presentation, bi-weekly status calls, updating of project plan task statuses, and go-live planning activities.
Utility billing library includes: standard Utility bill, standard UB receipt, standard UB delinquent notice, standard door hanger and standard final utility bill.
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2023-384726-X7D5R4 CONFIDENTIAL Page 10
Payroll library includes: standard PR check, standard direct deposit, standard vendor from payroll check, standard vendor from payroll direct deposit, W2, W2c, ACA 1095B, ACA 1095C and 1099 R.
Your use of Tyler Payments and any related items included on this order is subject to the terms found at:
https://www.tylertech.com/terms/payment-card-processing-agreement. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to such terms. Please see attached Tyler Payments fee schedule.
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 4 Implementation
Provide an overview of the implementation methodology including:
a. Sample Project Plan including phases, tasks, timeline b. City resources - roles, responsibilities, average time per month c. Vendor resources - roles, responsibilities, average time per month d. Process Improvement strategy through implementation
e. Business Change Management methodology and tools used f. Data conversion methodology and tools
g. Testing methodology and tools
h. Training methodology and tools
i. Report development
Tyler’s implementation process demonstrates our long-term commitment to our clients, with a methodology tailored specifically to the public sector. Your organization benefits from the fact that we perform our own implementations and know our software better than anyone. As a Tyler client, you receive guidance throughout implementation from experienced Tyler professionals who have implemented Tyler products in more than 10,000 public sector implementation projects. Tyler’s methodology is based on three vital foundations:
x Industry experience
x A globally recognized project management approach
x In-house expertise
Tyler utilizes its depth of implementation experience, working in tandem with our clients to put our methodology into practice. While each Project is unique, all will follow Tyler’s six-stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
Tailored specifically for Tyler’s public sector clients, the project methodology contains Stage Acceptance Control Points throughout
each Phase to ensure
adherence to scope,
budget, timeline controls,
effective communications,
and quality standards.
Clearly defined, the project
methodology repeats
consistently across Phases,
and is scaled to meet the
Client’s complexity and
organizational needs.
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
The methodology adapts to both single-phase and multiple-phase projects. To achieve Project success, it is imperative that both the City of Hemet and Tyler commit to including the necessary leadership and governance. During each stage of the Project, it is expected that the City of Hemet and Tyler Project teams work collaboratively to complete tasks. An underlying principle of Tyler’s Implementation process is to employ an iterative model where City of Hemet business processes are assessed, configured, validated, and refined cyclically in line with the project budget. This approach is used in multiple stages and work packages as illustrated in the graphic below.
The delivery approach is systematic, which reduces variability and mitigates risks to ensure project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to, efficiently and effectively complete the Project.
4.1 Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a project or phase broken down into smaller, more manageable components. The top-level components are called “stages” and the second level components are called “work packages”. The work packages, shown below each stage, contain the high-level work to be done. The detailed project schedule, developed during project/phase planning and finalized during subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a “control point”, confirming the work performed during that stage of the Project has been accepted by the City of Hemet.
4.2 Project Management
Our approach to project governance has been continuously improved during Tyler’s more than 40+ years of experience implementing software exclusively with public sector clients. No one knows the system better
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
than Tyler staff. That’s exactly why we don’t contract third parties to do our implementation for us. We do it best. Project managers will be assigned to each phase of your project in order to staff the project with subject matter experts during each part of the project. Our staff consists of seasoned professionals with unique and proprietary skills and years of experience, focused into dedicated departments.
4.2.1 Project Communication
Tyler understands the importance of having current, accurate, easily accessible during an implementation project. As part of implementation, each new Tyler client will be provided a project portal. The purpose of this site is to furnish the project teams with a central location to plan, store and access pertinent documentation and information relating to your Implementation project.
This site will be jointly maintained by the project teams for the duration of the implementation. Once the client has gone live, the portal will be maintained by Tyler’s client services team for the first year of live processing.
4.2.2 Management and Scope
The Tyler project manager (PM) and implementation teams will communicate regularly with your project team. All implementation deliverables generate reports which contain detailed assessments of task completion, staff participation and material absorption. The Tyler PM(s) will evaluate and measure the report results, communicating the gaps and adjusting the plan accordingly. Should issues arise during the project, there are several escalation paths that can be used laid out in the communication plan.
4.3 Project Planning
Project Planning is an important piece of any implementation. Tyler takes a custom approach to every project we lead. The project schedule is developed collaboratively with both project teams in order to meet your needs, while keeping in mind Tyler’s guidelines for implementation. Periodic project meetings will be scheduled where changes in scope, project length, or cost will be reviewed.
Tyler is open to discussing the project schedule in more detail and working out a mutually agreed upon plan that considers all project risks, requests, and resource constraints.
Tyler recommends a phased implementation approach, staggering start, and live dates for each phase of the project. Live dates will be targets but should not place unnecessary constraints on the project. The following schedule takes into consideration the City of Hemet goals and Tyler’s recommended approach, and assumes the product will be used as is, without additional go-live customizations.
4.3.1 Proposed Project Phases
Proprietary and Confidential – Subject to Restrictions on Disclosure 2023 2024 2025
Phase Module
Project Plan in Months
2 5 7 9 11 12 13 14
Duration in
Months 1 3 4 6 8 10
1 Financials 12
12 Human Resource
Management
15 16 17 18 19 20
3 2
Utility Billing 12
21 22 23 24
Please see attached “City of Hemet, CA, - Sample Gantt Chart”.
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
4.4 Project Resources
Tyler groups your team and Tyler resources based on their functional role within the project. This allows for easier staffing and communication within and between project teams. Please reference the project resource roles graphic below for a summary of responsibilities for each role. Our project approach is based on our experience and knowledge from working exclusively with public sector clients.
4.4.1 Project Staffing Levels
The below chart shows the estimated full-time employees (FTEs) associated with each role. Within each phase time will vary from one stage of the project to another (e.g. functional leads are more involved in the early analysis and planning, whereas power users are more involved later in the project).
4.4.1.1 Your Project Team Hours
City of Hemet, CA Project Team
% Full Time
Employment
Phase 1 Phase 2 Phase 3
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Project Manager 0.50 0.50 0.50
Technical Lead* 0.11 0.11 0.11
Functional Leads 0.34 0.19 0.16
Power Users 0.38 0.22 0.18
Conversion Lead** 0.28 0.14 0.29
*Assumes SaaS/TSM
** Will vary site by site due to conversion volume
4.4.1.2 Tyler Hours
Tyler Project Team
% Full Time
Employment
Phase 1 Phase 2 Phase 3
Project Manager 0.11 0.11 0.11
Technical Services* 0.11 0.11 0.11
Implementation Consultant 0.46 0.26 0.21
Data Expert 0.14 0.07 0.14
4.5 Process Improvement
Tyler’s implementation methodology places a strong emphasis on analysis of current processes, the adoption of best business practices, and tailoring processes to meet the unique needs of our clients. Tyler’s implementation approach includes detailed process analysis and solution orientation prior to preparing and configuring the system.
During the Assess & Define stage, a thorough current/future state analysis is conducted to gather business process information. The objective of the analysis sessions and solution orientation is to translate the current practices into an improved future business process using Tyler products that match your desired processes and goals. The resulting configuration is vetted through solution validation prior to go-live readiness.
4.6 Organizational Change Management
Unless otherwise contracted by Tyler, the City of Hemet is responsible for managing organizational change.
Impacted client resources will need consistent coaching and reassurance from their leadership team to embrace and accept the changes being imposed by the move to new software. An important part of change is ensuring that impacted client resources understand the value of the change, and why they are being asked to change.
4.7 Data Conversion
The data conversion process can be the most time-critical element of your project plan. Tyler develops crucial steps in our implementation process to support a successful data conversions plan. Our data experts conduct hundreds of data conversions every year mapping legacy data through custom written programs.
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
The purpose of this task is to transition the City of Hemet’s data from your source (“legacy”) system(s) to the Tyler system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A well-executed data conversion is key to a successful cutover to the new system(s).
With guidance from Tyler, the City of Hemet will review specific data elements within the system and identify and/or report discrepancies. Iteratively, Tyler will collaborate with the City of Hemet to address conversion discrepancies. This process will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s).
4.7.1 Data Conversion Standards & Responsibilities
While Tyler’s data experts have extensive experience with data mining, conversion, and migration, it is your responsibility to provide Tyler with readable conversion data and to review the converted data for accuracy and completeness. Tyler recommends that you conduct due diligence to ensure that your team delivers clean data, to make data validation efforts seamless resulting in a high-quality migration.
4.8 Solution Validation
Making sure your new system works the way you need it to be is paramount to the success of the implementation. Tyler’s quality management and validation plan addresses both the project and the product, while ensuring project objectives are met. The project teams validate the solution throughout the life of the project to expose issues that would normally only be revealed in a production environment. A comprehensive validation plan is set in place and may include system infrastructure audits, conversions, and modification delivery.
A controlled environment is created for high-level product modification validation, import and export interface, functional flow, and reliability.
The goal of validation is for end users to gain extensive product experience, develop a high level of confidence in Tyler’s products, and understand their specific functions within the solution.
Expected benefits from the completion of validation also include:
x The infrastructure of hardware and network design is thoroughly vetted x Modifications are delivered and fully integrated into the solution x A managed issues list is fully quantified
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Issue tracking, resolution accountability, and completed issue resolution are necessary in a successfully completed project. The validation phase is a shared responsibility and must be recognized as such.
4.9 Tyler Training Plan
Everyone’s learning style is different. That’s why Tyler offers several training formats to accommodate our diverse clients’ needs. Training by Tyler staff provides hands-on learning in your own labs. Your resources receive consultative knowledge transfer sessions that are a combination of lecture and hands-on education, using your organization’s own data.
A mutually developed education plan lays out the process of transferring knowledge between you and Tyler.
The purpose of the education plan is to:
x Communicate the process to stakeholders and functional leaders x Answer specific questions (where classrooms will be established, what database environment will be utilized, etc.)
x Establish action items and link project personnel as owners x Define measurement criteria to ensure the plan has been successfully followed Your organization is set up for success with Tyler’s train the trainer approach to training and education plan developed over years of industry experience.
4.9.1 Scheduling and Attendance
Tyler prefers a classroom and curriculum approach for training to ensure knowledge transfer, comprehension, and retention. A successful user training session is in a classroom environment with a computer for each user, whiteboard, printer in the room or nearby, and one computer connected to a projector.
Class size should be limited to twelve (12) users in attendance to the training is critical to gain hands-on experience with the system.
4.9.2 Responsibilities
Tyler knows the value of being
prepared for the use of our
software in production. Our goal
is to partner with you and lend
our expertise based on
experience, in order to allow your
resources to be successful at golive.
Both teams collaborate on all
aspects of training, discussed,
and documented during the
planning stage of the project. The
expectation is for Tyler to provide
one or more occurrence of each
scheduled training. You will be
responsible for the logistics of the
22.H.
City of Hemet, CA Implementation
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
training by completing such tasks as scheduling resources and ensuring facilities are available. These sessions are to be attended by your key staff members (i.e. functional leads and power users) so that they can then disseminate the information they learn to others in your organization if or when necessary.
4.10 Reporting Analysis
The Enterprise ERP suite of programs contains hundreds of canned system reports, each utilizing configurable user-supplied parameters to provide hundreds of reporting variations. Tyler recognizes that our clients often have specific reports that are needed to meet current business needs. During the planning stage of the project, the Tyler project team will walk you through the existing reporting functionality and toolset. Through this knowledge transfer, your team will evaluate and determine the standard offerings, what can be accomplished via ad hoc queries and exports or if a custom report needs to be created.
Reports are classified as:
x Included in standard reporting options
x Information available through ad hoc searches and queries, dashboard tiles, etc. x A report that can be developed through Excel Cubes
x A report that will need to be developed through using report writing tools Custom report writing training is provided for all Enterprise ERP clients as part of the implementation project.
This training will be conducted during the first phase of the implementation, or within 60 days of go-live, whichever is deemed a better fit by the client. Tyler uses a “train the trainer” approach, which will provide certain individuals with the tools necessary to train additional users on the subject matter as they see fit.
Tyler Reporting Services utilizes an SQL report writing tools called Report Builder 3.0 and Business Intelligence Development Studio (BIDS) to extract data from the Munis system and create custom reports. Once trained, clients will have the ability to create their own custom reports and modify any report from the TRS Report Library. TRS training does not include the authoring of custom reports for the client by Tyler.
After report writing training has been delivered, if your team would prefer not to develop the reports that need to be created, Tyler’s custom reporting group will provide a quote and a timeframe for any submitted requests.
22.H.
City of Hemet, CA Support & Maintenance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 5 Support & Maintenance
Provide an overview of support services offered including:
a. User: hours, guaranteed response time, resources available, escalation process
5.1 Tyler Technical Support
Our mission is to deliver superior service by providing a timely response, issue resolution and operational support, resulting in a high-level of client satisfaction. Unlike some companies who outsource their application support to a third party, Tyler offers a complete solution of customer support services provided by our in-house experts.
Transparency is important, that’s why every support incident is logged into Tyler’s Customer Relationship Management System and given a unique incident number. This system tracks the history of each incident and each incident is assigned a priority number, which corresponds to your needs and deadlines. Clients can track the progress of these incidents online using Tyler’s support portal.
Tyler provides online and continuing education resources for our clients, including but not limited to the following resources.
Tyler Search – an online query tool that
provides answers for your questions by
culling through all Tyler’s online resources
using Knowledge Centered Service
x Tyler Knowledgebase- a
documentation library in a single,
easily accessible location
x Tyler Community – Tyler’s online
forum available 24/7
x Tyler University- Tyler’s e-learning
solution to enhance support and
training of your employees using
your data
x Tyler Release Management
Console- Shows all release version
information, with a summary of
each release and associated
enhancements, open, closed and
non-critical issues
x Online Help- context sensitive field
help and procedural information to assist your team in completing program tasks x Answer Panel- As you begin entering your case details, Tyler Search presents results in the panel that matches your question. Answers provided are the most relevant to your question, regardless of the source of the information.
x MyView- MyView is a screen capture tool to give Support more information to assist clients with a case. The recording is linked to the case and visible in the Online Support Incidents portal. x Online Support Portal- log or manage incidents and attach documentation and screenshots
22.H.
City of Hemet, CA Support & Maintenance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x GoToAssist & Bomgar- remote assistance from Support used to connect to your desktop x Phone- Tyler provides a dedicated 800 number that places no limits on who from your team may contact Support, or the number of calls placed
x State User Groups – forums organized by Tyler staff and attended by existing clients to get the latest information on Tyler products
x Annual Conference – Tyler Connect features online courses taught by Tyler subject matter experts hosted in a different city each year
5.1.1 Focused by Application
Regardless of how your team contact us, we are here to help. Tyler Technical Support is divided into application specific teams to enable product specialization and provide timely resolution of support incidents.
This application specific approach allows our Technical Support Representatives to focus on a small group of applications offering a high level of product expertise to our clients. Customer support’s goal is to return all requests for Support within one business hour.
5.1.2 Incident Tracking
Tyler records all your contacts and incidents in a customer relationship management system. This system tracks the history of each incident, including the contact, time, priority level, case description, correspondence, attached files, support recommendations, your feedback, and the resolution. The priority is assigned to each case as it is logged based upon the initial information provided and can be modified.
22.H.
City of Hemet, CA Support & Maintenance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
5.1.3 Case Status
Your case will go through multiple statuses as the issue is resolved.
STATUS DESCRIPTION ACTION
New/Not Started Your request has reached the support organization, and work has not yet begun.
Open The case has been assigned to a support representative, and work has begun on this issue.
Waiting for Customer to
Close
Resolution provided but not yet confirmed by you.
Options:
Resolution Confirmed – close case in portal
Resolution Not Confirmed – reopen case in portal
Need More Info Work cannot continue in support until you provide additional information.
Ref to Dev The issue is referred to the appropriate product development team
Update Available A code fix is available in an existing version update or release
Work Ticket The issue is closed with the opportunity for future change or enhancement not yet scoped.
5.1.4 Critical Issues
If you are experiencing a severe work stoppage that requires immediate resolution, you can log a critical case through the portal, or you can call Tyler’s toll-free number (800.772.2260). If all technicians are on the line assisting other clients, you can press “0” to be redirected to the operator to page the team.
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City of Hemet, CA Support & Maintenance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
5.1.5 Following Up on Open Cases
You can monitor the status of an open issue in Tyler’s online support incidents. In the portal, you can review support’s last action on the case and enter new information to share with support. You can request an update by entering a note on the case in the portal, or by calling support and speaking with the assigned technician.
5.1.6 Escalating a Support Case
If your situation or issue priority has changed, or if you feel you are not receiving the service you need, please contact the appropriate support product manager to escalate. The manager will follow up and determine the necessary action.
5.1.7 Software Updates & Maintenance
Tyler deploys industry leading technology and features that are continually enhanced through a process of perpetual upgrades as part of our Evergreen Philosophy. This includes a continuous stream of significant, yet manageable updates deployed over the life of the application with minimal disruption to our clients.
Tyler application upgrades are released quarterly. Software corrections, known as cumulative updates, are made available for download between quarterly releases. All releases are cumulative allowing clients to upgrade to the latest application version directly.
b. User groups and conferences
5.1.8 Local User Groups
Tyler clients benefit from networking and peer-to-peer collaboration through local user groups. The majority of user groups are run by clients, who set the meeting agenda, location and frequency, assign topics, and involve the Tyler resources they need. In large states, there may be several user groups or different sessions planned.
Tyler provides staff to demonstrate new functionality and assist with materials and collateral. During the sessions, Tyler representatives collect important feedback and report back to product managers. Many clients form lasting connections with other Tyler users within these groups and help to make each other better users of the software.
5.1.9 Annual User Conference
Each year Tyler hosts an annual user conference, which brings together staff and clients from across all Tyler products. Tyler has appropriately named our conference Connect, and each year thousands of clients come to learn about Tyler, our products, and to connect with peers and staff. This premier event helps clients get the maximum use of their Tyler software. Clients can learn more about existing or proposed functionality through dozens of classes over several days. Development product managers attend the event to share their plans for the next upgrade and to solicit feedback from clients.
Tyler was able to quickly pivot in the spring of 2020, with the global pandemic, to move all our classes virtually. As of this year, Tyler has over 4700 registrants and over 600 classes being offered on our virtual platform for our annual conference.
Our clients’ input from past conferences continues to significantly impact the direction of software enhancements and changes. Client attendance each year ensures that appropriate needs are reflected in product development strategies. Connect is held in different locations every year to accommodate our
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City of Hemet, CA Support & Maintenance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
geographically diverse client base and to provide fresh and exciting activities for our clients outside of the classes and labs.
c. Post go-live tools and services
5.2 On Going Training
Tyler conducts complete training during your software implementation; however, we know that ongoing training is important to learn about and implement future functionality, train new users, and refresh the knowledge of existing users. Tyler’s implementation department can be contracted to provide additional training at any time. This is often done by clients who are upgrading, who would like assistance in adopting new features and processes.
Tyler offers many additional tools and services designed to assist to maintain resource knowledge and train new users. Tyler Technical Support provides the opportunity to get specific questions answered and to understand the impact of changes on the system. Client resources and knowledge articles provide documentation on all aspects including technical installation guides, how to documents, release notes for new versions of the system, and process documentation. Tyler also offers a variety of ways for our clients to interact and collaborate including Tyler Community, local user groups and an annual user conference.
5.2.1 Online Education Classes
At Tyler Technologies, we know high-quality training means a satisfied client. We are committed to offering a variety of training and continuing education opportunities to meet your needs.
From beginner to advanced, we have the classes you want with tips and tricks, in-depth product training and key information to help you better serve your citizens. All classes are taught live, by Tyler staff, via GoToWebinar, from one hour to half-day sessions and never two at a time. A full listing of classes offered for each solution is kept up to date on Tyler Community for easy reference.
5.2.2 TylerU
Tyler incorporates computer-based training into our Training and Knowledge Transfer. TylerU (University) delivers prerequisite and baseline information to all project participants. This approach allows Tyler’s implementation consultants to focus on more complex subjects and to focus on ensuring that all participants are moving along at the same pace. Tyler U is included for all clients at no additional charge.
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City of Hemet, CA Support & Maintenance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Tyler U is a supplement to Tyler’s preferred teaching method of in-person classroom training. They are not meant to replace any portion of the training that is conducted by Tyler’s resources.
5.2.3 Code Administration & Updates
Tyler will work with your project team to load any fixes, customizations, and code required during the project.
All these items are accessed through Tyler Deploy. Tyler will train your resources on the use of this utility, will assist and guide as needed during the project. Any chances that occur in the proposed processing is discussed and tested by your personnel to ensure that a detailed knowledge transfer occurs.
5.2.4 Implementation Support
During implementation, Tyler’s project team will act as your primary support. Tyler’s client services teams are available to assist with any issues that arise but will typically be involved by the Tyler project team resources.
5.2.5 Go Live Support
Tyler’s project team resources will assist through the transition from implementation to live processing with Munis. Project team members will be on-site during the go live, as well as during identified critical process during the first 30 – 45 days of production. This is meant to ensure that your implementation is successful and is capable of conducting all aspects of business using Munis.
5.2.6 Support Account Management
Tyler believes that product support is a critical aspect of the work that we do, and we provide substantial resources, tools, and collaboration options for our clients. In addition to these options, we provide client direction during the important transition from implementation to go-live through the use of specialized Support Account Management (SAM). Our SAM process is designed to guide new clients during the first year of live processing in Munis. During the implementation process, each client develops a strong relationship with their assigned Munis implementation team. In order to facilitate the transition process to the Munis support team after go-live, Tyler developed our SAM team to help plan for key processes and build new relationships with the 100+ client services team members. SAM’s proactive team members work to aid new clients with:
x Understanding the support tools and processes
x Preparing for key processes (fiscal year end, budgeting, reconciliation, first upgrade) x Staying current with Munis releases and the life cycle of each version; enabling clients to take advantage of new functionality
x Utilizing custom modifications fully and to fulfill any unique business practices/goals post-live Each client is assigned a product SAM, who proactively works for the client on upcoming key processes, provides insight and advice for success.
5.2.7 Help Desk Strategy
Please refer to the client services section of this RFP for information on Tyler’s client services and post implementation tools available.
22.H.
City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 6 Technology Overview
Provide an overview of the system technology including:
a. Options for technical architecture; hosted, on-premises, SaaS, etc.
Tyler’s subscription-based cloud applications run on AWS, the world’s most comprehensive and broadly adopted cloud platform. Applications are available securely from any internet connection, anywhere, anytime. Tyler Technologies manages all client hosting operations, including application upgrades and platform administration, providing clients with a single point of contact for all software and hosting needs.
Clients receive clear and concise documentation, defining all aspects of the relationship including contract (commitment to partner) and service level agreement (measurable expectations of availability).
Features
Tyler SaaS solutions eliminate heavy up-front and unpredictable ongoing on-premises infrastructure fees.
Many administration tasks are offloaded to Tyler support staff, allowing client IT staff to focus on other mission critical initiatives. Services include:
x System Administration. Tyler performs routine administrative tasks to provide application access at industry standard performance levels. This includes the installation, upgrade, support, and maintenance of the Tyler applications, platforms, and infrastructure. Tyler’s dedicated Network Operations Center (NOC) provides 24x7 performance and security monitoring of all cloud solutions. x Enhanced Security Controls. Tyler employ’s security controls through compliance standards, layers of network security, adherence to best practices, and qualified staff. All client data is secured and protected both in-transit and at-rest data using industry standard encryption protocols. Tyler cloud operations adhere to multiple independent assurance audits including SOC 1 Type 2 and SOC 2 Type 2 and PA-DSS / PCI-DSS validation.
x Streamlined Account Management. Tyler solutions include zero-trust identity management built on technology from Okta, the industry leader in identity management. Support for industry standard identity providers (IdP’s) such as Microsoft Azure AD and Google Cloud Identity provides clients with seamless, single sign-on to Tyler back-office solutions. This also enables clients to use their own login and password policies, including the use of multifactor authentication for enhanced identity verification. Tyler solutions intended for users external to an organization, such as community and business users, include self-service account creation and management through email and social identity providers, such as Google, Apple, Microsoft, and Facebook. x Business Continuity & Disaster Recovery. Tyler solutions run on AWS, built to guard against outages and incidents, minimizing impact on customers and the continuity of services. Solutions and data are replicated across multiple AWS Availability Zones, connected to each other with fast, private fiberoptic networking, providing automatic fail-over for minimal disruption. Client data is backed up and retained using a FIPS-compliant enterprise backup solution certified for CJIS and GovCloud use, and encrypted using FIPS140-2 and FIPS140-3 standards.
Benefits
x Reduce IT workload: IT resources are freed up to enable work on more strategic initiatives. x Eliminate server acquisitions and maintenance costs: Costly hardware purchases, upgrades, and maintenance are avoided.
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
x Easy budgeting: Tyler's SaaS subscription is a set fee, flattening the peaks and valleys associated with the acquisition of software and services. Subscribing dramatically lowers initial costs and provides consistent ongoing costs that can be easily budgeted for the duration of the agreement. x No Secondary Operational Fees: Maintenance, support, and hosting fees are included. x Expandable: Additional Tyler solutions applications are easily added, as needed. x 24/7/365: Tyler provides round-the-clock, on-call coverage for critical outages.
AWS Cloud Infrastructure
AWS’s data centers are state of the art, using innovative architectural and engineering approaches. Amazon has many years of experience in designing, constructing, and operating large-scale data centers. This experience has been applied to the AWS Cloud.
AWS builds to guard against outages and incidents, and accounts for them in the design of their services; so, when disruptions do occur, their impact on customers and the continuity of services is as minimal as possible.
Tyler solutions are replicated across multiple availability zones to ensure business continuity.
AWS manages over 1,800 security controls to provide a secure environment for our customers. The AWS virtual infrastructure is designed to provide optimum availability while ensuring customer security, privacy, and segregation. AWS’s highly secure data centers use state-of-the-art electronic surveillance and multifactor access control systems and maintain strict, least-privileged-based access authorizations Tyler’s hosting operations follows security best practices and is subject to annual assurance audits. These include SOC 1 Type 2 and SOC 2 Type 2 conducted by an independent AICPA firm, and PCI Security Council PA-DSS and PCI-DSS validation for Tyler’s payment processing applications. b. Deployment options
Tyler’s standard application deployment includes production, train, and test environments. Select Tyler application deployments may also include an implementation environment.
The train environment is typically used as a sandbox to test processes prior to doing so in production or to train users on new or unfamiliar processes. The test environment is used to install and test new application releases prior to upgrading production. The implementation environment is only available during implementation and prepopulated with data and scenarios so users can be trained prior to client data conversion or build out.
Tools are provided so clients can easily "refresh" application data from one environment to another at their convenience.
c. Hardware specifications
Rev. 20210406
Tyler software-as-a-service (SaaS) solutions are subscription-based cloud applications running on AWS, the world’s most comprehensive and broadly adopted cloud platform. Applications are available securely from any internet connection, anywhere, anytime. Tyler Technologies manages all client hosting operations, including application upgrades and platform administration, providing clients with a single point of contact for all software and hosting needs.
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Tyler Technologies applications are designed to operate on systems that meet specific requirements. Systems that do not meet the required specifications may not provide reliable or adequate performance, and Tyler cannot guarantee acceptable results.
Network Requirements
Bandwidth Requirements
Bandwidth usage can vary depending on application user type and their daily functions. Based on benchmarks through Tyler’s SaaS hosting and Test Lab, Tyler recommends the following bandwidth requirements:
Client to Server:
x Minimum: Mobile broadband connection
x Recommended: 10/100 Mbps network connection
x 30 Kbps per concurrent user session
Server to Server (on-premises only):
x 1GBps network connection
Application Authentication
Identity Workforce is a zero-trust, cloud Identity-as-a-Service (IDaaS) solution for Tyler’s back-office applications. Built on Okta, the industry leader in identity management, Identity Workforce enables secure, cloud-based authentication for all users, regardless of location, device, or network.
Identity Workforce supports federation with industry standard identity providers (IdP’s) providing clients with seamless, single sign-on across all Tyler back-office solutions. This also enables clients to use their own login and password policies, including the use of multifactor authentication for enhanced identity verification. The Tyler Identity User Store can be used to create and manage accounts that do not exist in the client’s IdP, such as contractors or seasonal staff, or clients without a supported IdP.
The following identity providers (IdP's) are currently supported for use with Identity Workforce: Microsoft Active Directory through Azure AD, ADFS or Okta AD agent, Google Cloud Identity, Identity Automation RapidIdentity, and Okta. Support for additional IdP's may require additional costs, available upon request.
Identity Community is Tyler’s authentication framework for community users external to an organization, such as vendors, businesses, and residents. Identity Community supports self-service account creation and management using an email or social identity providers, such as Google, Apple, Microsoft, and Facebook.
End-users can optionally enable multifactor authentication through any of these options.
Email Server Integration
An SMTP / IMAP email server is required for sending application notifications.
The following advanced scheduling functionality is supported with Microsoft Exchange only. x Appointment creation on records directly from select Enterprise applications.
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
End-User Requirements
Microsoft Windows Workstation Requirements
Component Requirement [1]
Workstation Microsoft Windows Certified PC (Nationally recognized brand) Processor Intel Core i3 1.8 GHz minimum; Intel Core i3 2.5 GHz+ recommended Operating System Windows 10 or 11 (64-bit)
Memory 6GB RAM minimum; 12GB recommended
Disk Space 500 MB
Screen Resolution General: 1280 x 800 minimum, 1920 x 1080 recommended Enterprise Permitting & Licensing: 1680 x 1050 minimum, 1920 x 1080 recommended; eReviews: 2560 x 1600
Productivity Software Microsoft Office 2013, 2016, 2019 Microsoft Office 365 (requires desktop client)
[1] Meeting the minimum PC requirements will ensure the Tyler applications will operate but will not guarantee performance. All performance and benchmark testing are done with PC’s that meet (or exceed) the recommended hardware configuration.
Browser Compatibility
Browser [1] Application Support
Google Chrome Recommended.
Microsoft Edge Supported.
Mozilla Firefox Supported with Enterprise ERP, Enterprise Permitting & Licensing, and all Community Access solutions.
[1] Tyler only actively validates the latest version.
Apple macOS Workstation Requirements
Component Requirement [1]
Operating System macOS 10.15 or later
Processor Intel Core i3 1.8 GHz minimum; Intel Core i3 2.5 GHz+ recommended Memory 6GB RAM minimum; 12GB recommended
Disk Space 500 MB
Screen Resolution General: 1280 x 800 minimum, 1920 x 1080 recommended Enterprise Permitting & Licensing: 1680 x 1050 minimum, 1920 x 1080 recommended, 2560 x 1600 for eReviews
Productivity Software Microsoft Office for Mac 2016, 2019 Microsoft Office 365 (requires desktop client)
[1] Meeting the minimum PC requirements will ensure the Tyler applications will operate but will not guarantee performance. All performance and benchmark testing are done with PC’s that meet (or exceed) the recommended hardware configuration.
Browser Compatibility
Browser Application Support
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Apple Safari 12 Supported with Time & Attendance, Enterprise ERP, Enterprise Permitting & Licensing, SIS K-12 (excluding Click-Once apps), and Access applications.
Mozilla Firefox
(latest version)
Supported with Enterprise ERP, Enterprise Permitting & Licensing, and all Access applications.
macOS Limitations
Some Tyler applications or select application functionality are not supported on macOS. This functionality can be obtained using alternative solutions such as RDS to a Windows environment or “Windows on Mac” virtualization solutions such as Parallels Desktop for Mac and VMware Fusion.
Enterprise Permitting & Licensing
Enterprise Permitting & Licensing is fully supported on macOS except for eReviews.
Enterprise Tax & Assessment
Enterprise Tax & Assessment is not supported on macOS.
Enterprise ERP / Enterprise Asset Management
Enterprise ERP and Enterprise Asset Management are fully supported on macOS with the following exceptions:
x One of many reporting resources included with several Tyler solutions are OLAP cubes. Microsoft Office for Mac does not support connections to SQL OLAP cubes. x Microsoft SQL Server Reporting Services reports cannot be created or modified.
Tyler Content Manager
Advanced Tyler Content Manager functionality such as batch document scanning is not supported on macOS.
Tyler SIS
Tyler SIS is fully supported on macOS with the following exceptions:
x Mass Picture Uploader
x Test Score File Converter
x Scheduling Utility
x AD Hoc Reporting Utility
Mobile Device Support
Tyler offers many mobile options to access select Tyler applications and functions from a mobile and/or touch-enabled device.
Application Any Device Android iOS Windows
Tyler Application Suites Web App Web App Web App Web App Code Enforcement Mobile -- -- App --
Employee, Resident, & Vendor Access Mobile Web Mobile Web Mobile Web Mobile Web Field Inspector Mobile -- -- App App
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Field Mobile for Enterprise Assessment &
Tax -- -- -- App
Field Sheet Mobile -- App App App
Field Surveyor Mobile -- App App --
Inspections Mobile [†] -- -- App App
Enterprise Service Request Access & My
Civic Mobile Web App App Mobile Web
Time & Attendance Mobile Mobile Web Mobile Web Mobile Web Mobile Web Workflow Mobile Email App App App
App: Native mobile app available for download from respective app store.
Mobile Web: Mobile optimized or responsive web site. Not all devices validated.
Web App: HTML applications only. Not all devices validated. Not all web applications optimized for mobile devices / smaller screens.
Some applications may require remote access configuration by client.
Email: Enterprise ERP and Enterprise Asset Management Workflow can send emails with actionable links to process workflow from any device.
[†]: iOS recommended for broader feature set. Contact sales or implementation representative for more details.
Peripherals
Printers
Most application output can be printed to any printer accessible from an end-user’s device. Tyler recommends laser printers for universal compatibility for all applications. Workgroup class laser printers are required for select print jobs.
Printer Type Reports Forms Additional Notes
HP or HP Compatible Laser
Printer
Yes Yes PCL 5 or above
Forms Output Management Printer Requirements
Tyler’s Forms output management solution merges your application data with electronic form design templates. The results can be printed to your existing network printers, regardless of where the hardware is physically located in addition to automatically emailing, faxing, and archiving this output to Content Manager.
Forms offers several libraries of form templates that are tailored to work specifically with your Tyler applications.
The following technical specifications must be met for all printers used with Forms. x PCL 5e/6 Personality or Language Installed
x Automatic duplexing included and enabled
x Minimum memory - 1024MB
x Minimum of 80 internal TrueType scalable fonts
x Minimum of 2 full input trays (manual feed tray not usable) x Accommodates letter and legal-size paper stock
x Printers must have the latest firmware updates installed
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Check Printers
The following technical specifications must also be met for check printing with Forms Output Management. x HP brand black/white laser jet networked printer with static IP address x High speed USB port
x 80 HP font set
x MICR toner cartridge
Note:Tyler does not support HP printers that have been modified with TROY brand or any other 3rd party MICR security features for check printing.
Other (Non-Check) Forms Printers
Some non-check form designs require duplexing capabilities.
Enterprise ERP is designed for and guaranteed to work with approved HP black and white laser jet printers meeting the minimum requirements. For non-check forms, Tyler will make every effort to print to other networked printers if they meet the technical requirements. While Tyler routinely and successfully prints other forms to many brands of laser printers, if we are unable to print to a printer on your site, clients may be required to provide an alternate printer.
Scanners
Content Manager supports two methods of batch scanning documents. Documents can be scanned to a file system (e.g., network share), then batch imported into Content Manager. Any scanner capable of scanning from a file system can be used with this method.
Content Manager also supports direct scanning using a scanner attached to a workstation. This method should be supported with most TWAIN compliant scanner. Tyler has certified the following scanners for full functionality.
Scanner Brand Scanner Model
Canon P-215II
DR-C225
DR-230
DR-C240
DR-M260
DR-M160ii
DR-G2110
DR-G1100
DR-G2140
DR-G2090
DR-G1130
Fujitsu 7030
7160
7260
7180
7280
6670
6770
6800
5950
Konica Minolta Bizhub C658
Panasonic KV-S1015C
KV-S1026C
KV-S1027C
KV-S1057C*
KV-S2087
KV-S5046H
KV-S5076H
KV-S7075C
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
KV-N1028X
KV-N1058X
KV-S7097
* macOS compatible
Barcode Label Printer for Invoice Batch Scanning
Batch Invoicing using Content Manager requires a desktop bar code label printer for each workstation that enters invoices. At the time of invoice entry, a placeholder document is created in Content Manager and the printer prints a barcode label that’s affixed to each invoice. When batch scanning / importing to Content Manager, the barcode is used to automatically link the invoice to the respective application record.
Any label printer capable of printing multi-page PDF images is supported.
Time Collection Devices for Time & Attendance (Time Clocks) Collecting time entries is a key component to the system and incorporating the ability to manage time around specific criteria and policies for departments that are in operation seasonally, Monday through Friday or 24x7/365 is the key for a client-wide enterprise system.
Time & Attendance online devices can be configured to identify the employee by reading Proximity, Magnetic Stripe, Barcode and/or Biometric (fingerprints). They are equipped with a keypad so simple entry of a badge number is also an option for identification. They require an electrical outlet (POE is also an option) and Ethernet connection (to be provided by the customer). Devices allow employees to clock in/out, salaried check-in (attendance), quick punch, view hours, view benefit accruals, approve timesheet, request time off and some job costing.
Time & Attendance also supports two-factor authentication technology. When enabled the user will be required to provide two different types of authentication to log into the device. These can be any combination of keypad, biometric, or badge swipe entry.
Time & Attendance also supports an off-line clock that can be used in remote locations where internet and/or network connectivity is not an option. These devices will capture employee in/out times and store the entries until it is connected to the network so all entries can be passed to Time & Attendance Software and populate the appropriate employee timesheet.
For clients currently utilizing proximity, magnetic stripe, or barcode badge(s), we recommend a sample badge be supplied to Tyler for testing to confirm compatibility. If clients are interested in purchasing new badges to use with the time collection devices, Tyler recommends one of the following badge types:
x Proximity – HID 26 bit
x Magnetic Stripe – Track 1 or 2
x Barcode – 3of 9, code 39
Clients may purchase badges directly from a vendor of their choice. For pricing and product information, we recommend the following source: IDWholesaler: www.idwholesaler.com Fingerprint readers or keypad code entry devices are also supported and can eliminate the need for a badge.
Fingerprint readers add an additional layer of accountability and can be an ideal way to ensure employee time entry and eliminate buddy punching.
Cashiering Rev.20210629
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
The following of equipment is supported with Cashiering, Tyler’s point-of-sale solution.
Receipt Printers
Device Part Number Estimated
Price * Interface Printing Check Processing Notes Method Endorse Validate MICR Image TM-S9000ii A41CG59021 $1600 USB Thermal Yes Yes Yes Yes Credit card swipe reader is not supported
TM-H6000v C31CG62032 $630 USB Thermal Yes Yes Yes No Requires USB Cable CTG-28102 - MSRP $4.99 each
Barcode Scanners
Device Part Number Estimated
Price * Interface Scanning Notes Bar Code OCR
Honeywell
1950 1950GSR-2-N $330 USB Yes Yes Stand available for $25. 1950GSR-2-N requires 3M type A USB Straight Cable CBL-500-300-S00 – MSRP $22.26 each Secured Credit Card Reader Devices for
Tyler Payments, OpenEdge, BridgePay, & Persolvent
Device Part Number Estimated
Price * Interface EMV Support Notes
Ingenico
Lane 3000 Lane 3000 $450 Ethernet Yes Supported with Tyler, OpenEdge or BridgePay only.
Must be acquired through Tyler, OpenEdge or BridgePay (JR’s POS Depot) to be properly encrypted. Lease options available with Tyler. Ingenico Lane 5000 Lane 5000 $550 Ethernet Yes
Castles
Technology MP200 $200 Ethernet Yes Supported with Persolvent only. Must be acquired through Persolvent to be properly encrypted.
Digital Readout Pole Display
Device Part Number Estimated
Price * Interface Notes
Logic
Controls
LD9900U
LD9900UP $255 USB
Cash Drawer
Device Part Number Estimated
Price * Interface Notes
APG Series
100
APGT320BL16195 $230 MULTIPRO Cable CD-101A
APG Series
100
APG-T554ABL1616 $260 USB APG-T320-BL1616 requires CD-101A Printer Cable for Epson TM series Printer – MSRP $9.00 each APG Series
100 EVO-CD-USB $50 USB Adapter to convert MULTIPRO connector to USB * Actual price may vary.
Ref: SaaS
d. Mobile hardware and operating system options
Mobile Device Support
Tyler offers many mobile options to access select Tyler applications and functions from a mobile and/or touch-enabled device.
Application Any Device Android iOS Windows
Tyler Application Suites Web App Web App Web App Web App Code Enforcement Mobile -- -- App --
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Employee, Resident, & Vendor
Access
Mobile
Web
Mobile
Web
Mobile
Web
Mobile
Web
Field Inspector Mobile -- -- App App
Field Mobile for Enterprise
Assessment & Tax -- -- -- App
Field Sheet Mobile -- App App App
Field Surveyor Mobile -- App App --
Inspections Mobile [†] -- -- App App
Enterprise Service Request Access &
My Civic
Mobile
Web App App Mobile Web
Time & Attendance Mobile Mobile
Web
Mobile
Web
Mobile
Web
Mobile
Web
Workflow Mobile Email App App App
1. App: Native mobile app available for download from respective app store.
2. Mobile Web: Mobile optimized or responsive web site. Not all devices validated.
3. Web App: HTML applications only. Not all devices validated. Not all web applications optimized for mobile devices / smaller screens. Some applications may require remote access configuration by client.
4. Email: Enterprise ERP and Enterprise Asset Management Workflow can send emails with actionable links to process workflow from any device.
5. [†]: iOS recommended for broader feature set. Contact sales or implementation representative for more details. e. Support for two-factor authentication
Identity Workforce, Tyler’s authentication framework for Tyler back-office solutions built on Okta, supports industry standard identity providers (IdP’s) for seamless, single sign-on. This enables clients to use their own login and password policies, including the use of multi-factor authentication (MFA) for enhanced identity verification.
The Identity Workforce User Store is used to create and manage accounts that do not exist in the client’s IdP, such as contractors or seasonal staff. Active Directory (AD) clients without Azure AD or ADFS can use the Okta AD sync agent to synchronize AD accounts with Identity Workforce. Identity Workforce Advanced adds the ability to use MFA with Identity Workforce User Store or AD Sync accounts, in addition to several additional advanced identity management features. MFA options for these accounts include email, SMS, and authenticator apps such as Okta Verify and Google Authenticator.
Identity Community, Tyler’s authentication framework for community users external to an organization, such as vendors, businesses, and residents, supports self-service account creation and management through email or social identity providers, such as Google, Apple, Microsoft, and Facebook. End-users can optionally enable multi-factor authentication through any of these options.
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City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
f. Remote access capabilities, supported technologies and portals available All primary Tyler applications are browser based and accessed securely by HTTPS from any internet connection.
Restrictions:
Tyler’s SaaS operations can define IP address whitelist at the clients request to limit access to hosted solutions. Geofencing is also supported with Tyler’s Time and Attendance solutions. g. Security Administration – SSO, SAML, etc.
See e. two-factor for authentication information.
Tyler applications feature a comprehensive Role Based Access Control (RBAC) security model for centrally granting access to the system across all application modules. Based on the standards written by the National Institute of Standards and Technology, RBAC facilitates the management of application access through groups of permissions—roles—and assigning those roles to any number of users. This allows administrators to maintain access for multiple users who may share common responsibilities simultaneously rather than on an individual, user basis.
Administrators create and customize an unlimited number of roles, consisting of permissions and parameters.
Users are added to the system manually, imported from Active Directory, or for clients with Enterprise ERP Human Resources Management, imported from the employee record. Finally, any number of roles can be assigned to a user, providing access to the system. All of this is done using easy-to-use, integrated applications, requiring very little technical expertise.
Traditionally, application security is centrally administered by a site's IT department. While this is still possible with Tyler, a unique and useful feature commonly employed by clients, is to decentralize security administration by application module to specific users or groups of users. This ensures those most familiar with the processes and records of a specific module are responsible for maintaining appropriate security rather than those in IT who may be less familiar.
Roles can be customized to offer an extremely flexible level of access control to all aspects of the solution.
This includes product, module, and menu item access (i.e., applications users can open), functional access (i.e., actions users can perform), and record and field level access (i.e., data users can access). Role permissions can also span multiple modules providing easy administration for those individuals who may “wear multiple hats”. If overlapping or conflicting permissions are applied to a user, the highest priority / least restrictive access is granted.
No role or user has access to a function or data unless explicitly assigned through a security role. When role permissions are changed, those changes are immediately applied to all users the role is assigned to. In addition, effective dates can also be applied to any role assigned to a user. This is extremely useful for times when a user may be filling in for another user during a known period. Rather than manually adding / removing roles to a user, an administrator can set effective start and end dates when the role permissions will automatically be applied and revoked. Finally, administrators can also choose to synchronize role assignments based on Active Directory security group membership, automating security administration entirely.
The result for clients is greater overall security, reduced IT administration costs and enhanced workflow. The RBAC security approach and unique ability to decentralize administration streamlines the process of adding new users and maintaining access, saving users valuable time.
22.H.
City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
h. Integration tools and methodologies supported
Tyler solutions offer a variety of methods of interfacing with external third-party systems, including file-based import and exports and real-time web service integration through plug-and-play App Connectors, and API Toolkits and Connectors.
Tyler Integrated Solutions
Tyler’s family of ERP and Civic solutions provide robust, native integration, eliminating the need to manage third-party interfaces and integrations entirely. This includes Enterprise Permitting & Licensing, Enterprise ERP, Enterprise Asset Management, Cashiering and Payments for point-of-sale and online payment processing, Content Manager’s streamlined access to records and documents, and Enterprise Service Request Access to manage non-emergency inquiries, incident reporting, complaints, and service requests.
File-based integration
Multiple file-based interfaces are included, and all are integrated as part of the application, designed for end users. Unlike systems that require a database administrator to import or export data with their system, users can easily import or export data through point-and-click user interface. User-defined templates specify the data layout for a specific system, so users can quickly choose the appropriate template at the time of import/export. Templates for commonly used third-party systems are also included out of the box. File-based interfaces can be scheduled for one-time or recurring, automated processing.
Imports can be configured with Workflow to send automated notifications or approval requests before the data updates a record. Workflow business rules can be set on a variety of data conditions specific to the imported data. This includes if data causes an account to go over budget, is over a certain dollar amount, or is related to a specific segment of your general ledger. Only after all workflow rules have been approved does the import update production data. Depending on the process, imports can also be rejected at the item or file level; rejected imports can be resubmitted at any time.
Productivity Software Support
Application data can be downloaded to a variety of formats including PDF, XLS, DOC, XML, and CSV. Any productivity suite capable of opening these file types can be used, such as Microsoft Office and Google Workspace. Data can also be uploaded to the system in these formats through the integrated import applications.
Most output include hyperlinks to the corresponding application record for easy access. Most output can also be automatically archived to Content Manager for quick retrieval at any time. Some applications also include mail merge support, allowing users to easily create and maintain form templates for completely customized presentation of application data. Any SMTP/IMAP server can be used to send email notifications, such as Microsoft Exchange and Gmail.
‘Plug-and-Play’ Application Support
Plug-and-play application support provides out-of-the-box integrations for a variety of third-party applications through pre-packaged web services. Tyler develops and maintains these integrations, requiring no development expertise from the client to configure.
API Catalog
API (Application Programming Interface) Toolkits and API Connectors add value to your organization by enabling you to create your own integrations to share data between Tyler and non-Tyler applications.
22.H.
City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
API Toolkits contain all exposed resources (or endpoints) available in a specific Tyler application module such as Enterprise ERP General Ledger, Accounts Receivable, or Enterprise Asset Management. API Connectors contain a subset or cross-section of API Toolkit resources with the purpose of facilitating a specific type of integration such as third-party cashiering, IVR, or applicant tracking systems.
The API Developer Portal is a powerful RESTful API gateway that makes accessing Tyler application data and processes through Toolkits and Connectors easy and intuitive. The Portal conforms to OpenAPI 3.0 and is secured with OAuth 2.0 through Tyler Identity. API resources include example calls and produce properly formatted commands, allowing you to easily exercise them against your data.
The API Developer Portal features include:
x Simplified, structured API documentation
x Industry standard OpenAPI 3.0 interface
x Authentication using OAuth 2.0 standard, offering multiple login flows to suit different app implementation scenarios.
x Data models and examples for each resource
x Produces HTTP URI and CURL commands to exercise resources from within the documentation and return data
x Real-time validation
x Standard HTTP status codes
x Documentation to aid in identifying and understanding normal resources used to complete a given integration.
i. Online data dictionary
Data dictionaries are provided with several Tyler solutions including Enterprise ERP, Enterprise Asset Management, and Enterprise Permitting & Licensing.
Enterprise ERP and Enterprise Asset Management include a data dictionary within the system as a dedicated application, always reflecting the current database schema. These applications also include a “View Database Columns” mode that overlay’s application fields with the respective database table and column name directly within the application.
j. Disaster Recovery Services
Disasters happen. When one strikes, having a viable recovery plan to implement makes all the difference as you work to get back on your feet. Many Tyler customers have found a simple solution to planning[KS1] for the unexpected—Tyler Disaster Recovery Services.
The high cost of replication has inhibited widespread data protection and left risk of slow or failed recovery from a disaster. Most IT departments have been forced to rely on tape-based disaster recovery. Tyler Disaster Recovery Services enables a rapid return to normal business operations. This is because the data and images are recovered from high speed disk rather than being dictated by the pace of the slow tape-based recovery.
Getting data and images restored quickly enables all other aspects of recovery to be complete sooner.
Recovery refers to the restoration of Tyler application data.
Our dedicated disaster recovery team helps you identify critical business processes. They help you define and document recovery procedures to create an overall response plan that meets your organization’s unique needs. So, when a disaster strikes, your organization—and our response team—has the right policies and procedures in place to quickly restore your data.
22.H.
City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
With your data’s security our priority, your IT personnel are free to focus on other strategic initiatives and employees can focus on what’s really important— meeting the needs of citizens. Using an efficient and secure “sync” process, your encrypted archive log files are transferred to our servers within minutes, without the time-consuming manual involvement of your employees.
How It Works
Utilizing our state-of-the-art Data Center, Tyler can transparently retrieve a copy of your data every night, thereby ensuring your critical users can always process work via internet or by traveling to one of two Tyler locations.
x The Disaster Recovery team helps you identify critical business processes and users, define and document recovery procedures, printing solutions, etc. x Tyler provides disaster recovery services for your Tyler applications, including off-site backup, recovery server, alternate processing location & remote access x A database export is transferred every night to a server in Maine using a network efficient ‘sync’ process that enables the transfer to be completed in minutes, even for extremely large databases
x In the event of a disaster your live database is loaded into a Tyler application environment on the Recovery Server and your critical users are setup to access that server x You can access your Tyler Disaster Recovery Environment using an SSL (Secure Sockets Layer) VPN client from any remote location with an Internet connection or come to one of our offices and utilize our facilities.
Backup Process
Tyler uses a utility to perform a differential transfer of the database and critical files, meaning that only the differences between one nights’ snapshot and the previous night’s snapshot actually go over the wire. There is not a minimum bandwidth requirement. Even for sites with large databases the transfers are very small.
The process typically yields a 10-1 compression ratio meaning most differential transfers only consist of a few megabytes.
Not to be confused with a traditional differential backup, in which a ‘full’ backup is required followed by many ‘differential’ backups to re-establish the data; the net result of our transfer utility is that every night a full backup is obtained. Only the differences between the current night’s full backup and the previous night’s full back up are transferred over the wire.
Disaster Declaration
A disaster is an unplanned event that shuts down your system, threatening your financial standing or public image. It does not include hardware or network failures that are covered by standard service agreements, or repairs that can be made within 24 hours. Provided we have your data, we guarantee you'll be back in business within 12 business hours.
A disaster may be declared between the hours of 8AM and 6PM, EST Monday-Friday Post-Disaster Services
Tyler delivers an export of your database
Our Tyler Systems Management Department provides on-site installation services free of charge to customers with a current Tyler System Management contract. Otherwise, this is a billable service.
22.H.
City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
k. Timing and frequency of software updates – scheduled and automatic Tyler’s industry leading technologies and features are continually enhanced through perpetual upgrades as part of our Evergreen Philosophy. Clients are provided with the flexibility to choose what and when application updates are applied as defined by Tyler’s Release Life Cycle Policy.
Application release upgrades are installed by Tyler’s Systems Management support services at the request of the client. Most Tyler applications also include incremental update packages clients can install on their own.
Update packages can be manually installed or scheduled for automated installation. Release upgrades and update packages are cumulative, allowing to upgrade directly to latest release regardless of the version upgraded from.
Applications are typically unavailable to end-users during the upgrade process. This duration varies on several factors including update type, number of updates, and application database size. Installation of application upgrades can take up to several hours; application updates typically range between serval minutes to an hour.
Tyler provides a dedicated Test environment for most application deployments. This environment is solely intended to install new updates for clients to familiarize themselves with new features and enhancements prior to installing to the Production environment.
l. GIS integration – Esri ArcGIS
6.1.2 GIS Integration
Tyler’s GIS Integration provides general mapping and spatial analysis tools, interfacing between applicable Enterprise ERP modules and existing Geographic Information System (GIS) based on Esri’s ArcGIS Server. It offers dynamic maps and GIS data and services via the web, allowing an organization to publish, discover, and share this information. For ease of use, maps are accessible within a number of Enterprise ERP applications including Asset Registry, Field Work, Property Master, Business Licenses, Utility Billing, and more, making it easy to map parcels, capital assets, and infrastructure such as water lines, sewer lines, telephone poles, etc.
GIS Integration can be embedded directly within the Enterprise ERP application or launched in a separate browser tab by clicking the dedicated “GIS” button in the toolbar. In both cases, the active set can be manipulated in a number of useful ways including:
x Both manual selection and automatic spatial queries, including finding a parcel’s abutters or determining in what district a business is located
x Saving active sets back to Enterprise ERP, including saving any generated maps as image files x Performing map-based queries that can be merged with standard Enterprise ERP queries m. Microsoft 365 GCC integration
Microsoft Office Integration
You use Microsoft products every day, so Tyler designed applications to easily integrate with the Microsoft Office suite.
Data can be exported to Microsoft Word directly from many Tyler applications. Some applications even leverage Word's mail merge functionality allowing users to easily create and maintain form templates for near limitless presentation options of application data. Word Mail Merge exports also seamlessly integrate with Tyler Content Manager by storing electronic copies automatically.
22.H.
City of Hemet, CA Technology Overview
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Microsoft Excel can be used with Tyler applications in a variety of ways. Many Tyler applications allow users to easily export application data directly to Microsoft Excel. Excel exports aren’t just raw data dumps; data is formatted accordingly to its original data type – dates are dates, currency is currency – and many exports include a link back to the corresponding record in application. Microsoft Excel is also one of many formats supported for bulk data exports and imports, which can also be scheduled to occur automatically.
Many Tyler applications include support for popular calendaring systems including Microsoft Outlook and Exchange. Email notifications and alerts can be sent using most email servers, including Microsoft Exchange.
22.H.
City of Hemet, CA References
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 7 References
Using the forms provided in Exhibit B provide references that include three current and two prior customers for the proposed software. References should be similar in size and scope to the City’s project.
Please reference Exhibit B on the following pages.
22.H.
Exhibit B - References
Current Customers
Item Response
Current Customer #1 SaaS
Name City of El Cajon CA
Employee Count 400
Population 106,215
Contact Name Sara Diaz, Director of Technology
Contact Telephone and Email [email protected] (619) 820.8345 Project Scope Financial,HCM,UB, Enterprise Permitting & License Implementation Duration Licensing 2020 – 2023
Go Live Date Various go lives during this period
System Replaced Legacy Systems
Current Customer #2 On Premise
Name City of Encinitas CA
Employee Count 206
Population 62007
Contact Name David Van Pelt, IT Supervisor
Contact Telephone and Email [email protected] (760)633.2652 Project Scope Financials, HCM, UB,Enterprise Asset Maintenance Implementation Duration 2011-2013
Go Live Date Various go lives during this period
System Replaced Legacy Systems
Current Customer #3 SaaS
Name City of Hawthorne CA
Employee Count 321
Population 88083
Contact Name Felice Lopez, Finance Director
Contact Telephone and Email [email protected] (310) 349.2923 Project Scope Financials, HCM, and Enterprise Permitting Implementation Duration 2019-2021
Go Live Date Various go lives during this period
System Replaced Tyler Eden ERP
Current Customer #4 SaaS
Name City of Napa CA
Employee Count 480
Population 79246
Contact Name Liz Habkirk, Deputy City Manager
Contact Telephone and Email [email protected] (707) 257.9500 Project Scope Financials, HCM, UB, & Enterprise Permitting Implementation Duration 2019-2021
Go Live Date Various go lives during this period
System Replaced Legacy Systems
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Current Customer #5
Name City of Rancho Palos Verdes CA
Employee Count 85
Population 42287
Contact Name Vino Ramos, Deputy Director of Finance
Contact Telephone and Email [email protected] (310) 544.5210 Project Scope Financials & HCM
Implementation Duration 2017-2019
Go Live Date Various go lives during this period
System Replaced Legacy Systems
Exhibit B – References
Prior Customers
Item Response
Prior Customer #1 Prior Customer References Not Available Name
Number of Employees
Population
Contact Name and Title
Contact Telephone and Email
Software Scope
Implementation Duration
Go Live Date
Reason for Change
Prior Customer #2 Prior Customer References Not Available Name
Number of Employees
Population
Contact Name and Title
Contact Telephone and Email
Software Scope
Implementation Duration
Go Live Date
Reason for Change
22.H.
City of Hemet, CA Contract Performance
Enterprise Resource Planning Software and Implementation Services Tyler Technologies, Inc.
Section 8 Contract Performance
Indicate if at any time during the past five years the Vendor has had a contract terminated for convenience, non-performance, or any other reason, or has entered into legal action with a customer. Describe the situations including name and address of contracting party. “On average, Tyler adds 11 new clients each week, and we have a 98% client retention rate. In the past five years, 7 Permitting & Licensing customers have opted to terminate their relationship with Tyler for reasons other than non-appropriation or non-renewal. That decision was mutually agreed to by Tyler without either party admitting liability. Those customers, and the year in which the termination took effect, are:
** Clients marked with an ** remain Tyler Clients on other software products. x 2023
o St. John’s County, FL
x 2022
o Millcreek, UT**
o City of Yonkers, NY**
x 2021
o Yolo County, CA**
x 2020
o West Lake Hills, TX
x 2019
o Milwaukie, OR**
o Birmingham, AL**
x 2018
o Sandy, OR**
Litigation matters involving a Tyler client: Tyler has more than 37,000 successful installations across more than 12,000 sites, with clients in all 50 states, Canada, the Caribbean, Australia, and other international locations. Litigations between Tyler and a Tyler client are not common. Tyler makes every effort to engage in reasonable and productive dispute resolution processes with its clients when there are project challenges or other apparent impasses under a contract. In limited circumstances, a Tyler client feels compelled to bring a lawsuit (often for reasons that, although unstated, are outside Tyler’s control), or a third-party brings a lawsuit involving both Tyler and a Tyler client.
Recent litigation that meets this description is set forth below:
x Kern County v. Tyler Technologies, Inc. (Superior Court of California, County of Kern, Case No. BCV-20- 101197): Tyler was served on May 21, 2020. Kern County’s complaint includes allegations of breach of contract and related tort claims and violations of state business statutes. Tyler strongly disputes those allegations. Tyler has been, and remains, ready, willing, and able to deliver on our contract. We